Administrative Assistant, VFX UK

Job description

The Role:

We are seeking an Administrative Assistant to support the UK Visual Effects team based out of London.  This position will help manage a very busy department, supporting an executive by handling incoming calls and emails, coordinating diaries and organising meetings, managing complex agendas, and arranging travel, as well as providing department-level and production-related support. The successful candidate will be self-motivated, quick-thinking, and flexible. They will be able to pivot when needed, and able to juggle multiple and diverse responsibilities with a strong emphasis on organisation and with an unwavering attention to detail at all times. This is a demanding and fast-moving position that requires someone who is a proactive and positive thinker, and able to exercise good judgment and initiative.

Specific responsibilities include, but are not limited to:

·  Manage complex calendars for multiple executives including scheduling meetings both internally and externally; coordinate logistics & technical set up for meetings
·  Coordinate detailed travel arrangements, both domestically and internationally
·  Handle administrative duties around processing travel and expense reports 
·  Maintaining a high volume of communication internally with cross-functional teams and externally with production partners, vendors, crew, etc
·  Gather, organise and enter various production-related data and information across multiple tools and platforms
·  Support team with ad hoc projects
·  Assist in building, maintaining and tracking our freelance and vendor VFX talent databases 
·  Work collaboratively with admins and coordinators within the larger studio team and across various functions (e.g. Post Production, Creative Development, Production Finance, Physical Production, etc.).

Qualifications:

·  Must have at least 2+ years of experience supporting production, post-production or VFX executives on production sets or in a production/vendor officePassion for films and television series a must
·  Ability to respond after hours for important, timely or urgent matters
·  Team-player who operates in a fast-paced team-oriented setting
·  Ability to be discrete and maintain confidential information 
·  Ability to prioritise and manage a high volume of multiple and competing tasks
·  Proficiency in the Google Suite of apps (Drive, Docs, Sheets, Slides, Gmail, Forms and Calendar), as well as, being overall tech savvy
·  Experience with Slack would be a bonus