Ea & Ops To Founder Of Scaling Brand Design Firm

Our client is a scaling creative company that offers end to end branding and product design services to a range of high-profile clients from top artists in the music world, to corporations and national retailers. They also support their clients with branding and product needs onsite at events and live tours. Whilst a start-up, the founder has extensive experience in this space and already has a busy roster of international clients. He has a small core team of 6ppl – which is growing – and they work with freelancers and partners world-wide to deliver their services. The founder is now looking for a super organised, proactive EA to help manage his busy and ever-changing diary and inbox, plan complex travel itineraries (he travels 2 weeks our of 4), act as his gate keeper and crucially bring in systems and structure into his life and the business as a whole. It israther frenetic given the clientele and the fact that he works across 5 different time zones. The founder will often be liaising directly with the artist/brand who will require their hand held throughout the event/project and he is in high demand and so he really needs someone who can support him on an admin level but ideally also with operations.  The role will require someone with a flexible mindset, someone agile who can problem solve and with incredible communication skills whether that is for liaising with an A-list celebrity or the logistics staff at an event location. In many ways this person will become the conductor of an orchestra so it needs someone who is confident, a self-starter and who is able take ownership and drive things forward. This role will be scrappy, high octane, super-fast paced yet will be highly rewarding and fun for the right individual.  As the business is growing at a rapid rate, there is huge scope for growth for the right person and while traveling with this role isn’t a prerequisite, the opportunity is there if someone wants it.  Core duties will include but not be limited to:

EA responsibilities:

• Full diary management with strong attention to detail: scheduling meetings across multi time zones, adding all relevant correspondences, notes, and context to appointments, booking travel.
• Inbox management: prioritising relevant emails and responding where appropriate in a timely manner. Taking minutes in meeting and compiling action points.
• Organising travel itineraries; flights, transfers, accommodation, restaurant reservations etc.
• Acting as gatekeeper on all incoming calls, fielding requests, following up appropriately and keeping the founder well informed.
• Acting as a conduit to the Founder and building and nurturing relationships with sponsors, partners, and key clients. 
• Liaising with project teams internationally on developments.
• Updating information and tracking progress on projects across Monday.com and Notion software.
• Conducting research/analysis as directed.
• Act as a ‘barometer’ having a sense of the issues taking place in the environment and keeping the Founder updated.  

Operational responsibilities:

• Assisting with financial administration; including making payments, processing office expenses and invoices, and liaising with the external accountants.
• Creating and implementing systems and processes to help build structure and efficiency across the core team.
• Monitoring and ordering office supplies/equipment as and when necessary. Liaising with service provides; competently and proactively negotiating contract renewals and seeking competitor quotes to reduce business overheads. 
• Taking initiative to anticipate and address tasks and challenges. Organising team events and socials.  

This is a really exciting, young and fast paced start up business, but the role needs someone who has a dynamic nature, thrives under pressure and enjoys adding structure to creative chaos. The right candidate will have exposure to working in a creative business (start up or scale up preferred) and also have experience of supporting a Founder or Senior Director and juggling a complex diary, inbox and travel. Streamlining the life of the founder and making him run more efficiently is essential in this role and operational experience is if course an added bonus. There will be out of hours work but you are expected to manage your own time and for instance if you attend a client event on a weekend you will get time off in lieu. The role is hybrid, with 2 days in Guildford, 1 day in London and 1 WFH. Salary depends on the candidate and what experience they can bring to the role.

Please note due to the high volume of applications we receive for each role we post; we are only able to respond to successful applicants.