Executive Assistant

Location: Oxford
Salary: Up to £45,000 per annum (DOE) plus benefits
Contract Type: Permanent

We are actively searching for a dynamic Executive Assistant to join a growing business in a brand new role. My client, a leading force in creating engaging short-form content for renowned brands, educational institutions, and charities, is situated in the heart of Oxford.

As the backbone of day-to-day operations, you will play a pivotal role in ensuring the seamless functioning of the executive team. We are seeking a highly organised individual with a strategic mindset, ready to take on the challenge of supporting ambitious goals.

You'll work closely with the founder and CEO, becoming a key player in the company's expansion. This is an unparalleled opportunity to join a forward-thinking, friendly team at the forefront of media production innovation.

While this is initially an office-based role, there's flexibility down the line, providing the opportunity to work from home once established in the position.

Don't miss out on this chance to be an integral part of our client's success story!

Key Responsibilities:

• Provide comprehensive support to the Founder, managing emails, scheduling meetings, and handling correspondence with clients and team members.
• Manage the calendar, shoot schedule, and queue invoices for payment.
• Join or lead meetings, ensuring adherence to the agenda, and produce documents, spreadsheets, presentations, and reports.
• Prepare information for meetings, create meeting notes and action points, and ensure timely completion of assigned actions.
• Maintain and organise digital files, documents, and presentations for easy access.
• Assist with video production paperwork, including risk assessments, release forms, and legal documents.
• Utilise the project management system to track tasks and projects accurately.
• Act as the point of contact among leaders, employees, clients, and external partners.
• Facilitate internal communication and manage day-to-day office operations.
• Maintain oversight of internal systems and processes, driving progress towards completing Standard Operating Procedures.
• Provide leadership for continuous improvement and optimisation of internal systems and procedures.
• Assist with financial administration tasks, including invoicing, expense tracking, and budgeting for projects.
• Coordinate logistics for video shoots, including location bookings, equipment rentals, and travel arrangements.
• Occasionally join a production team on-site during shoot days, providing support around communications and meet & greet.
• Provide support for HR and data protection functions, ensuring scheduled appointment, induction, review, and performance management processes.
• Provide line management for temporary administrative staff, briefing them about their responsibilities, and monitoring their work carefully.
• Monitor data compliance and provide advice on obligations, including data protection impact assessments (DPIAs).

Person Specification:

• Proven experience as an Executive Assistant or in a similar role, preferably in the media or entertainment industry (3 years plus).
• Strong organisational skills with the ability to multi-task and prioritise tasks effectively.
• Excellent communication skills, including verbal, written, and presentation skills, with a keen eye for detail.
• Proficiency with MS Office suite and other productivity tools, including but not limited to Outlook, Gmail, Word, Excel, and PowerPoint.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Resourcefulness and the ability to work independently with minimal supervision.
• Flexibility to adapt to changing priorities and deadlines in a fast-paced environment.
• Demonstrated ability to work comfortably in a highly collaborative, cross-functional, and team-oriented environment.

Benefits:

• Annual bonus.
• Cash bonuses for good performance.
• Generous paid holiday scheme.
• Private health insurance enrolment.
• Relaxed working environment with friendly colleagues and a casual dress code.
• Autonomy and flexibility, with the freedom to decide the most effective way to spend your time in order to meet your work priorities.
• On-site parking.

If you are a dynamic and experienced Executive Assistant with a proven track record of supporting in a small business setting, we eagerly welcome your application.

Lily Shippen – Experts in Executive Assistant Recruitment

Lily Shippen are experts in recruiting top business support and Human Resources talent, including Executive Assistants specifically tailored for the media and entertainment industry. Our team focuses on connecting skilled professionals with leading businesses, ensuring seamless support to founders and executives. We work with clients across the UK, from our offices in London and Manchester, as well as servicing international and remote roles. Whether you’re looking to hire an Executive Assistant to support a Founder or an operations expert, we connect you with exceptional talent tailored to your business needs.