Team Assistant, Shine Network

Company/Department

Shine Network

Reports To

MD Shine Network

Location

Primrose Studios, Primrose Hill, London

Description

This is a busy, hands on role and will require liaison with key people in Shine’s international offices as well as external producers and broadcasters.

Job Purpose Outline

~~• To provide full PA support to Managing Director as well as administrative support to senior team members including Head of Global Format Acquisitions and two International Producers as directed within the Shine Network Team. This is a busy, hands on role and will require liaison with key people in Shine’s international offices as well as external producers and broadcasters.

Key Responsibilities

• Full PA support to Managing Director:
o making appointments, organising internal and external meetings, some across different time zones
o co-ordinating conference and video conference calls
o attending meetings/calls where required to take minutes and distributing them (incl. any action points)
o providing general assistance during meetings and presentations
o booking rooms, restaurants and conference facilities (VC or audio calls)
o Updating contacts regularly
o Maintaining production white board with up to date information from weekly and monthly reports

• Extensive international (and domestic) travel management for MD as well as travel for Head of Global Format Acquisitions and two International Producers (and other team members on an ad hoc basis if required and time allows). Includes:
o creating itineraries for MD
o booking all travel and accommodation, incl taxis, flights, hotels, transfers etc.
o arranging visas

• Providing Researcher and Assistant Producer with administrative support if time allows:
o liaising with colleagues and external contacts to book taxis, travel and accommodation for Network events
o assistance with updating production materials on an ad-hoc basis

• Updating Team Calendar to record all business trips, working from home days, holiday, Birthdays, bank holidays and Shine Group or Shine Network events / away days.

• Maintaining office systems
o creating and maintaining filing systems, organising and filing paperwork, documents and computer-based information
o maintaining and monitoring supply/use of IT equipment
o coordinating team subscriptions: Broadcast, C21, etc.

• Additional Responsibilities:
o ensuring MD has correct material in advance of meetings
o support MD with preparing presentations, reports, documents as requested and sending out materials and other meeting follow up, as requested
o screening telephone calls, enquiries and requests, passing on messages and handling enquiries as appropriate
o compiling and submitting expenses for MD and processing invoices
o booking couriers and taxis for the team
o liaising with other assistants and staff in other departments and with external contacts
o Ad hoc administrative tasks as required
o Dealing with personal requests for the MD where necessary

Skills Knowledge Qualifications & Experience

• Previous experience as a PA/Team Assistant including managing diaries, booking international travel and working in a busy office environment, preferably within Media.
• Excellent organisational and time management skills.
• Strong communication skills and good at building relationships.
• IT skills: Microsoft Word, Outlook, PowerPoint, Excel, etc.

Attributes and Behaviours

• Extremely well organised and efficient with strong attention to detail
• Proven ability to prioritise, multi task and can use initiative to anticipate next steps
• Goal-oriented and results driven
• Proactive, confident, assertive and enthusiastic
• Positive can-do attitude
• Team player
• Exercises discretion and maintains confidentiality
• Flexible and highly adaptable to different working styles