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Administrative Assistant

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United Talent Agency

Aug 5

  • Job
    Full-time
    Mid-level (3-4 years)
  • London
  • Quick Apply

AI generated summary

  • You need operational admin experience, Microsoft Office proficiency, communication skills, project management ability, discretion, and a positive, organized attitude in a fast-paced environment.
  • You will manage schedules, coordinate meetings, arrange travel, support onboarding, handle invoices, assist with events, and perform various administrative tasks as needed for the team.

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 type of experience is required for the Administrative Assistant position?

Previous operational administrative experience within a fast-paced professional environment is required.

Is familiarity with the entertainment industry preferred for this role?

Yes, a general understanding of the nature of a talent agency and an interest in the entertainment industry is preferred.

What software skills are needed for this position?

Highly proficient skills in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) are needed, along with familiarity with other platforms and systems such as Zoom, Slack, Box, Concur, and Workday.

Will the Administrative Assistant be responsible for diary management?

Yes, managing diary appointments using Outlook, including updating, cancelling, and confirming meetings across different time zones, is a key responsibility of the role.

What types of tasks will the Administrative Assistant perform regarding travel arrangements?

The Administrative Assistant will coordinate travel arrangements, including researching options, preparing itineraries, and making bookings.

Is the ability to handle confidential information important in this role?

Yes, being highly professional with excellent judgment and discretion is essential, as confidentiality is paramount.

Will the Administrative Assistant be involved in team meetings?

Yes, assisting with preparing meeting agendas and taking notes during team meetings is one of the responsibilities.

What is expected in terms of communication skills for this position?

Excellent communication skills – both written and verbal – are required to liaise effectively with senior-level executives, internal staff, and external clients.

How many projects can the Administrative Assistant expect to manage concurrently?

The role requires the ability to manage several projects simultaneously with minimal supervision.

Are there any specific compliance areas the Administrative Assistant will support?

Yes, the Administrative Assistant will help ensure compliance in areas including Health & Safety.

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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.