Executive Assistant To Managing Director

Job Description

Company: Festival Republic

Department: Management

Location: St John Street, Farringdon, London

Reports to: Managing Director

Contract Terms: 40 hours per week with extra weekend working throughout the festival season onsite, some travel required.

Role Description

The successful candidate will provide a high level of administrative and onsite support to the Managing Director. 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 will oversee the Office Assistant in areas such as 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 an international business dealing with multiple countries and cultures and knowledge of the music industry would be a plus.

The Company

Festival Republic is part of Live Nation Entertainment which is the world's leading live entertainment company comprised of global market leaders: Ticketmaster, Live Nation Concerts, LN Media and Artist Nation Management.

Responsibilities
• Provide extensive and complex diary management for Managing Director - including arranging internal and external meetings, events and conference calls
• Assist the Managing Director by carrying out administrative and private office assignments as required
• Liaise with heads of department across Festival Republic and Live Nation
• Writing and circulating agendas/minutes for Executive level meetings
• Screen calls/incoming mail – be an effective gatekeeper; take messages efficiently and accurately; receive visitors
• Collate information and raising purchase orders in Salesforce.
• Monitor staff absence and holidays through Workday
• Carry out any information research and prepare findings in a comprehensive and concise format.
• Processing expenses for Managing Director and own company card on a timely basis.
• Researching and booking restaurants and hotels
• Manage full time assistant and oversee daily tasks relating to Managing Director's travel, diary and various administration tasks
• Organising, setting up and overseeing VIP areas at various festivals
• Liaise with contractors on site for VIP area requirements
• Main point of contact for Managing Director's guest ticketing and accreditation requests
• Liaise with artist's agents and managers
• Additional duties as required by business needs and objectives
• Liaise with office facilities personnel to ensure high standard of office environment

Requirements

Competencies/ Skills / Knowledge / Experience
• Confident and outgoing personality
• Excellent attention to detail
• Extremely well organised and self-motivated
• Excellent command of written English with copy accuracy
• Ability to work effectively under pressure and to tight deadlines
• Demonstrable experience in a role at Director level within a fast-paced environment
• Excellent IT skills with proven experience with Microsoft Office
• Professional and friendly telephone manner
• High level of integrity and discretion
• Knowledge of the industry
• Flexible to work on weekends where required.

Behaviours

The following attributes determine how the role will be carried out and are required to be a success:
• Strong ability to work on own and use initiative
• Hands on approach
• Flexibility to adapt to different environments
• Great people skills
• Delivers high quality work
• Confident to solve problems effectively and efficiently
• Interact with staff across all levels of the organisation
• Work independently and as a team member
• Respond to changing priorities and urgent situations

Reality Check

While this is a great opportunity in an exciting industry this is not just a chance to see shows for free! The role is not your ordinary 9-5 and the industry is demanding with sometimes unsociable and long hours. The excitement and energy of the shows, tours and festivals we create comes from the hard work and dedication we commit to our work, and this role is no exception to this. So, get ready to bring your best to the role.

APPLICATION DEADLINE FRIDAY 30th APRIL - we reserve the right to close applications at any time.

Jobcode: Reference SBJ-d22x65-3-12-36-30-42 in your application.