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  4. Team Assistant, IMG Replay
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IMG

IMG is a global leader in sports, fashion, events and media, operating in more than 30 countries. The company manages some of the world’s greatest sports figures and fashion icons; stages hundreds of live events and branded entertainment experiences annually; and is a leading independent producer and distributor of sports and entertainment media. IMG also specializes in sports training and league development, as well as marketing, media and licensing for brands, sports organizations and collegiate institutions. IMG is part of the Endeavor (formerly WME | IMG) network.

Key Accountabilities:

  • Having sole responsibility for entering all Stadium deals from the London Replay team and issuing the paperwork (contracts and invoices) generated for each deal
  • Ensuring accurate records and processes are in place for efficiencies here and to ensure the sales team are educated/trained on Stadium and Legal Online to ensure they understand how the systems work
  • Ensuring all federation approval pdf documents are uploaded to Legal Online in a timely manner
  • Emailing (default) all paperwork (contract and invoices) to all external customers. Ensuring individual sales execs are always copied so they can chase any outstanding invoices
  • Using Adobe eSign as our default contract issuing system
  • To be part of the internal development team responsible for the “System Generated” contracting system for Stadium/Legal Online (LO).
  • Producing quarterly projection reports and always looking to reduce the time these take to conclude and improve the processes
  • Responsible for maintaining all diary, travel and logistical arrangements for certain team members when needed. Provision of detailed itineraries for team and client trips and meetings.
  • Responsible for training and ensuring all London team members’ individually submit their own expenses in a timely manner
  • Taking minutes in meetings when required and communicating these to the global team
  • Assist in development of PowerBI sales reporting and individual PowerBI federation “drill through” reports.
  • Arranging meetings and dial in codes for specific meetings, sometimes including refreshments and lunches. Point of contact for all guests arriving in reception.
  • Organising the annual Replay Retreat, periodic team socials and other team building exercises throughout the year.
  • Assist in set up (as and when necessary) industry trade shows and/or client meetings.
  • Prioritise and communicate calls, messages, documents, emails and other correspondence when the team are travelling/in meetings.
  • Prepare presentations using PowerPoint for certain team members. Liaise and assist the IMG creative team when necessary.
  • You may also be required to carry out any other duties which are within the scope and purpose of the job.

Required Qualifications:

  • Solid administrative experience
  • Understanding of the sales process would be highly advantageous
  • Demonstrable knowledge and experience of managing and processing invoices, and other common corporate administration processes.
  • Ability to use initiative when undertaking of tasks and to work in an efficient manner.
  • Effective support for Senior Management Team
  • Effective diary management
  • Effective administrative systems and processes maintained across the business
  • Effective and timely creation of presentation and other key documents
  • Good general knowledge and interest in sports, entertainment and media would be advantageous
  • Strong organisational skills that enable the individual to prioritise a varied work-load and have the ability to multi task. Priorities will often change to dictate focus of work – the candidate must have the ability to handle competing demands and last-minute changes effectively.
  • Excellent time management skills, ability to work calmly under pressure whilst meeting deadlines.
  • A strong team player that is flexible dependent on business demand and loves being part of collective success and willing to go out of their way to help others.
  • Excellent oral and written communication skills - There will be regular contact with key internal and external stakeholders and partners.
  • Positive, professional, proactive, diligent and flexible approach to work.
  • An eye for details – aptitude for precision and accuracy. Calm and professional manner when working under pressure
  • Familiarity of dealing with financial reports, contracts and other business documents.
  • Experience with using Adobe software such as Photoshop, Illustrator and In Design (for presentation use). 

Working Conditions

  • This is a permanent position.
  • Please note this role will be based at our offices in Chiswick Park, London.
  • Working hours are 9:00 – 17:00, Monday to Friday
  • Working with a worldwide team, liaising with those travelling in different time zones (being open to calls outside office hours, if occasionally required)
  • Unsocial hours, dictated as and when by the demands of the business schedule.

Equal Opportunities Statement

Endeavor 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.