Dezeen Jobs

Gainsbury and Whiting is hiring an executive assistant to director/studio manager to join its team in London.

Gainsbury and Whiting is a bespoke creative agency and fashion production company working primarily with fashion and technology brands.

In fulfilling the EA/SM role we are looking for a new member of our team who is highly motivated to maintain a well organised working environment, who has an interest in contributing creatively and has a personal passion for the arts.

Responsibilities:

• managing the daily running of the office, including IT management: digital equipment, conferencing system, maintaining printer/stationary supplies, occasional answering of phones, filing, collection of post and general office administration
• manager to personal/office assistant in the management of their direct responsibilities and those tasks as delegated by EA/SM
• extensive diary and schedule management for business and personal requirements
• managing day to day logistics including scheduling and liaising with drivers
• time keeping for all meetings ensuring the director stays on schedule
• liaising with producers on timelines for projects, assisting on productions where possible
• maintaining office petty cash and keeping record of expenditure
• archiving imagery post show/shoots
• making arrangements and organising equipment for freelances and new starters
• organising meetings, preparing meeting rooms and liaising with all relevant parties
• supporting team in organisation of printing and ensuring director has all documents required for meetings
• coordinating team and personal meetings/ occasions, organising catering when needed at the request of the director
• overseeing personal and household administration including; reviewing documents and policies, managing memberships and subscriptions, liaising with housekeeper
• planning detailed and thorough travel itineraries for both business and personal travel; including booking flights, hotels, taxis for the director
• management of receipts, payments and expenses of the director for business and personal requirement
• running of ad-hoc errands and dealing with requests in a prompt and efficient manner
• handling IT and maintenance queries for the Director including; mobile phones, IT equipment, video conference system, management of stationary supplies and international courier coordination.
• working alongside the studio coordinator ensure phones are answered and transferred to relevant team members
• assisting director on site during productions

Personal profile:

• previous experience working as a PA, EA or studio manager
• highly computer literate including; Outlook, Word, PowerPoint, Excel, Adobe
• experience in using technology for meetings; video conference, Webex, Microsoft Teams, Zoom etc.
• strong administrative and organisational skills with the ability to multi-task, to be flexible and have excellent attention to detail
• great communication and interpersonal skills
• ability to remain calm in a fast paced environment and prioritise
• proactive with the ability to work independently, and with a team
• discretion in handling confidential documents and matters
• personal interest in art, fashion, theatre, architecture

www.gainsburyandwhiting.com

• Applications have closed.