Executive Assistant / Studio Manager

Position Overview:

We are seeking a highly organised and proactive Executive Assistant / Studio Manager to provide comprehensive support to our Chairman, CEO, MD, and senior management team, while also ensuring the smooth day-to-day running of our London studio. This role is pivotal in maintaining our company culture, facilitating efficient operations, and delivering exceptional support across multiple areas of the business.

Key Responsibilities:

Executive Support:

• Act as the primary point of contact for the Chairman/CEO/MD’s office and senior management team.
• Master diary management: schedule and organise meetings, calls, and appointments across multiple time zones.
• Prepare meeting agendas, conduct research, and take detailed minutes to ensure actionable outcomes.
• Assist with drafting, editing, and finalising proposals, timetables, presentations, and internal communications.
• Coordinate business travel arrangements, including flights, transportation, and accommodation for senior management and other staff.
• Liaise professionally with clients and business guests on behalf of senior leaders.

Studio Management:

• Oversee the daily operations and upkeep of the studio, ensuring a welcoming and functional workspace.
• Manage and train a dynamic team of runners, ensuring seamless support to the studio.
• Take ownership of facilities management for both the Milk London and Lola studios.
• Maintain an up-to-date electronic filing system and ensure all processes and software are functioning optimally.

People and Culture:

• Collaborate with the People team to uphold and enhance the company culture.
• Organise and execute social events, including monthly town halls, Christmas and summer parties, and weekly internal activities.
• Support HR-related initiatives and maintain strong relationships with all departments to foster a collaborative environment.

Project Management:

• Manage and track progress on assigned projects, ensuring timely follow-ups with team members and stakeholders.
• Organise and coordinate meetings for specialised projects, within different teams or leadership development sessions.
• Prepare and deliver monthly reports for senior management.

Additional Duties:

• Process and manage expenses for senior management.
• Act as a first point of contact for reception duties, including answering phones when needed.
• Liaise with external vendors and suppliers to ensure studio needs are met.

Key Skills & Experience:

• Proven experience as an Executive Assistant, Studio Manager, or similar role in a creative industry.
• Exceptional organisational and multitasking skills, with the ability to prioritise and manage complex schedules.
• Strong communication and interpersonal skills, with the ability to liaise confidently with senior stakeholders and clients.
• Proficiency in office software, such as Google Workspace, and other relevant tools.
• A proactive, problem-solving mindset with a keen eye for detail.
• Experience in facilities management and team supervision is highly desirable.

What We Offer:

• A dynamic, collaborative work environment in the heart of London’s VFX industry.
• The opportunity to work closely with industry leaders on exciting projects.
• A chance to shape and contribute to the culture of a leading VFX company.

If you are passionate about organisation, thrive in a fast-paced environment, and enjoy fostering creativity and collaboration, we’d love to hear from you!

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