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Administrative Assistant

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United Talent Agency

Aug 26

  • Job
    Full-time
    Junior, Mid & Senior Level
  • People, HR & Administration
  • London
  • Quick Apply

AI generated summary

  • You need prior admin experience, proficiency in Microsoft Office, strong communication skills, the ability to manage multiple projects, and a keen interest in the entertainment industry.
  • You will manage schedules, coordinate meetings, arrange travel, assist with onboarding, handle invoices, support events, and provide general administrative assistance as needed.

Requirements

  • 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

Responsibilities

  • 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 enquiries.
  • 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.

FAQs

What is the main role of the Administrative Assistant in the Workplace Services department?

The main role of the Administrative Assistant is to provide exceptional administrative support, including managing scheduling, coordinating meetings, handling travel arrangements, and assisting with various projects within the Workplace Services department.

What qualifications are required for this position?

Candidates should have previous operational administrative experience in a fast-paced professional environment, a general understanding of the talent agency sector, and an interest in the entertainment industry. Proficiency in Microsoft Office Suite and familiarity with other platforms like Zoom and Slack are also required.

Is experience in the entertainment industry necessary for this position?

While not mandatory, having experience or a general understanding of the entertainment industry is preferred as it will better equip candidates to navigate the unique environment of a talent agency.

What type of tasks will I be responsible for in this role?

Responsibilities include diary management, coordinating logistics for meetings, managing travel arrangements, assisting with special projects, preparing meeting agendas, updating Excel grids, and overseeing vendor invoicing among others.

How is communication handled in this role?

Excellent communication skills, both written and verbal, are essential as the Administrative Assistant will liaise with senior-level executives, internal staff, and external clients and partners.

Will there be opportunities to support special projects?

Yes, the Administrative Assistant will provide additional team support and assist with special projects as needed.

How important is attention to detail for this position?

Attention to detail is critically important, as the role involves ensuring accuracy in scheduling, updating records, and reconciling invoices.

Will the Administrative Assistant need to manage catering and logistics for meetings?

Yes, part of the role includes managing meeting catering, placing food orders, and logistical support for company events.

Is there a requirement for managing calls?

Yes, the Administrative Assistant will be responsible for managing and transferring calls as part of their duties.

What kind of environment should I expect to work in?

The position is in a fast-paced professional environment where the ability to manage multiple projects under pressure and adjust to changing priorities is essential.

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United Talent Agency

Uniting Ideas, Opportunities, and Talent

Entertainment & Media
Industry
1001-5000
Employees

Mission & Purpose

UTA unites ideas, opportunities and talent. The company represents some of the world’s most iconic, barrier-breaking artists, creators and changemakers—from actors, athletes and musicians to writers, gamers and digital influencers. One of the most influential companies in global entertainment, UTA’s business spans talent representation and content production, as well as strategic advisory and marketing work with some of the world’s biggest brands. UTA is headquartered in Los Angeles with offices in Atlanta, Chicago, Nashville, New York and London.