Executive Assistant To CEO

Job Description

Company: DF Concerts & Events

Department: Executive

Location: St Vincent Street, Glasgow, G2 5RL

Reports To: CEO

Contract Terms: 40hrs per week with some extra weekend work during the summer festival season onsite, with some travel potentially required

Role Description

The successful candidate will provide a high level of administrative and onsite support to the Chief Executive Officer. Discretion, excellent communication, and great people skills are vital to the success of this role.

The Executive Assistant will be responsible for diary management, scheduling, correspondence and preparation for meetings, travel logistics and general administration. Effectively communicating and interfacing with people at all levels inside and outside the company and within the music industry. Experience of working in a fast-paced business and extensive knowledge of the music industry is essential.

DF Concerts is a part of Live Nation Entertainment which is the world's leading live entertainment company and brings the best live music and life affirming experiences to music fans across Scotland. Through their 1,000 concerts per year, DF Concerts work with some of the biggest names in music as well as champion the career progression of emerging artists. Having previously organised Scotland's largest music festival, T in the Park, from 1994 to 2016, the company added the inaugural TRNSMT Festival to it's portfolio in 2017. DF Concerts is also responsible for the 35k capacity Glasgow Summer Sessions and the 6K capacity Edinburgh Summer Sessions, held against the backdrop of Edinburgh Castle and is planning new festivals for 2022. Additionally, the company owns and operates, ''quite possibly the finest small venue in the world'', King Tut's Wah Wah Hut – supporting the vibrant music scene from grassroots level, up

Responsibilities
• Provide extensive diary management & high level, supporting documentation for the CEO - including arranging internal & external meetings, virtual meetings, conference calls and events. Assist with effective, sharing of post meeting correspondence to all relevant parties
• Deliver, high level, critical task management for the CEO on business projects, screening calls/emails and providing key support in the prioritisation of tasks, progressing actions and work cross functionally and collaboratively across all departments
• Carry out administrative and private office assignments, finding creative solutions to problems and conducting competent research as required
• Provide professional liaison with artist's agents and management and Heads of Department across DF Concerts and Live Nation
• Using your advanced skills, provide in a comprehensive and concise format, competent research of the marketplace, to help identify potential market opportunities or develop existing products
• Assist the CEO with preparation of crucial company objectives, key performance indicators and supporting strategy documents
• Create executive itineraries and organise effective travel, accommodation and providing monthly reconciliation of expenses and credit card to the finance department
• Assist the CEO with organising the annual company ''Townhall'', and create presentations as required
• Provide support to the CEO with all duties related to the company Human Resource Management System
• Manage CEO's guest ticketing and accreditation requests
• Collate information and raising purchase orders on occasion
• Additional duties as required by business needs and objectives

Requirements

Competencies/ Skills / Knowledge / Experience
• Demonstrable, previous experience in an EA role at Director or similar level with extensive working knowledge of the music industry, an ability to demonstrate good business acumen and an understanding of corporate governance
• Meticulous attention to structure, detail, and accuracy with strong general PA, planning and organisational skills
• Strong ability to work effectively under pressure and to tight deadlines is essential
• Excellent command of written English, proficient in dictation with good copy accuracy
• Confident, assertive, and adaptive communication skills with a professional and friendly telephone manner
• Great people skills and ability to form effective relationships, internally and externally, across all levels of business
• Proficient in Advanced Microsoft Packages (Word, Excel, Outlook, and PowerPoint), must have a current working knowledge of A/V and smart technology and how to maximise for efficiency
• An ability to create standout, powerful and engaging presentations
• Can provide evidence of continued professional development
• Can demonstrate good networking skills and abilities to build relationships

Behaviours

The following attributes determine how the role will be carried out and are required to be a success:
• Confident and outgoing personality with high integrity
• Highly organised, self-motivated, pro-active, and capable of working under own initiative, always a few steps ahead
• Hands on approach with flexibility to adapt to different environments
• Exceptionally discreet and tactful, team player
• Conscientious, delivering, high quality work consistently
• Confident to solve problems, creatively, effectively, and efficiently
• Respond and adapt to changing priorities and urgent situations with a calm and controlled approach, always mindful of the end goal

Jobcode: Reference SBJ-d8754k-18-222-23-119-42 in your application.