UTA is seeking an Administrative Assistant to support across the Workplace Services department in our London office, reporting to our Director of Workplace Services. You will have exceptional organisation and attention to detail, with strong administrative skills, as well as excellent communication. You’ll be able to juggle multiple projects, often under time pressure, and will have experience of diary management and general assistant duties, ideally within the entertainment industry.
What You’ll Do:
Your responsibilities will include, but not be limited to:
Providing exceptional administrative support with a high volume of scheduling, coordinating, managing of logistics for meetings across multiple attendees in different time zones.
Diary management using Outlook, updating, cancelling and confirming in-office, offsite, and virtual meetings across different time zones.
Managing and transferring calls.
Coordinating travel arrangements including researching options, preparing itineraries and making bookings.
Providing additional team support and assisting with special projects as needed.
Assisting with preparing meeting agendas and taking notes during team meetings.
Updating Excel grids, ensuring accuracy at all times.
Supporting with onboarding and offboarding of new joiners and leavers.
Submitting building work orders and maintaining supply order records.
Vendor payment set-up in the system and answering vendor invoice enquires.
Reconciling invoices and processing payment requests.
Helping to ensure compliance in areas including Health & Safety.
Managing meeting catering, placing food orders, etc.
Administrative support with office/desk moves and relocations in the office.
Supporting with company event preparations, logistics, etc.
Other ad hoc duties as required by the department.
What You’ll Need:
Previous operational administrative experience within a fast-paced professional environment
General understanding of the nature of a talent agency and an interest in the entertainment industry
Highly proficient with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
Familiarity with other platforms and systems (Zoom, Slack, Box, Concur, and Workday)
Ability to liaise with key senior-level executives, internal staff at all levels and external clients and partners
Capable of managing several projects simultaneously with minimal supervision
Highly professional with excellent judgment and discretion – confidentiality is paramount
Excellent communication skills – both written and verbal
Ability to work under pressure in a fast-paced environment, managing time effectively and adjusting to changing priorities
Positive, self-motivated attitude, and maintain professional demeanour at all times
Exceptionally organised with a strong attention to detail