Assistant - IMG Events

Contract Summary

The Assistant will provide administration support to Senior Vice President & Vice Presidents, Arts & Entertainment as well as wider general team assistance

Key Responsibilities and Accountabilities

• Provide administration support to executives which will include travel bookings, visa application, expense processing, and generally helping them to work more efficiently
• Coordinate meetings and diaries for both the Senior Vice President and Vice Presidents, Arts & Entertainment.  Organise meeting rooms and specific arrangements for internal and external meetings, to include agendas and minute taking
• Respond and process calls and meetings for Executive team
• Assist with collating and maintaining various departmental information documents
• Help with Department admin and with interns (being a main point of contact for them)
• Printing, processing and filing of departmental information relating to the team
• Assist with travel arrangements for clients or the wider team
• Assist Office Assistant with external guest collection
• An extra pair of hands within a busy department
• Other duties that are within the scope of the role may be required

Unusual Challenges and/or Circumstances

• Regular weekend work where you may be required to travel to events in line with the Arts & Entertainment portfolio, including Hampton Court Palace Festival, The Big Feastival, The Natural History Museum and Winter Wonderland.
• Outside of event travel there will be a requirement to travel for meetings as part of the role.

Key Results Areas

• Delivering an efficient and coordinated approach in a busy office environment
• Efficiently and calmly managing diaries and rescheduling meetings
• Competently liaising with external parties to schedule meetings efficiently including leaving sufficient travel time around meetings or booking internal meeting rooms as appropriate
• For external meetings ensuring meetings rooms are set up before meetings, greeting external guests in a timely manner, ensuring refreshments are provided
• Efficient management of business travel.  Including suggesting most efficient routes, creating itineraries effectively.
• Accurately managing and reconciling expenses
• Timely and appropriate follow up on tasks set
• Proactive updating of team records including email groups and staff lists.

Knowledge and Experience

• Experience working in an office, ideally PA/secretarial work is preferred but not essential
• Some knowledge of Arts and Entertainment events
• Previous experience of diary management, is preferred
• Previous experience in using expense and travel management systems is desirable
• Previous experience of, or of booking, international travel and scheduling meetings in multiple time zones is beneficial

Skills and Abilities

• Working knowledge of MS Office software, including Word, Excel, Outlook and PowerPoint.
• Ability to build long lasting working relationships with internal and external stakeholders.
• Ability to self-direct and motivate and work with minimal supervision
• A strong team player that is flexible dependent on business demand
• Excellent time management skills, ability to work calmly under pressure whilst meeting deadlines
• Strong organisational skills with the ability to multitask and prioritise
• Confident individual who can deal with multiple senior stakeholders

Working Conditions

• This is a permanent position.
• Please note, remote working set up until lockdown restrictions have been lifted. Thereafter, the role would be based at Chiswick Park.
• Working hours are 9:00 – 17:00, Monday to Friday.
• Occasional travel and weekend work may be required

Equal Opportunities Statement

IMG is an equal opportunities employer and encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, or religion or belief.

Endeavor is an equal opportunity employer committed to a diverse and inclusive work environment.