Full Time Job
Hybrid
Movio

Executive Assistant

The Executive Assistant is responsible for providing professional, efficient, and proactive secretarial and administrative support to the Movio Chief Executive and Movio senior leadership team. They represent the Movio Chief Executive both internally and externally, frequently acting as a liaison between external and internal stakeholders, across multiple operating regions and timezones. As such, the Executive Assistant will need the ability to develop and maintain good professional working relationships with people at all levels across the company and externally.

Duties and responsibilities:

Reporting to the Chief Executive Officer of Movio, the Executive Assistant will be responsible for full diary management, travel organisation, management, and correspondence, and will be a liason with internal and external stakeholders. The role requires a confident communicator who can exercise independent judgment and discretion. The Executive Assistant will need excellent organisational skills to prioritise and effectively manage a wide-ranging workload. This role will also be expected to be an active participant in the London-based EMEA Movio team.

Core responsibilities include:

Personal Assistance:

  • Provide professional, efficient, and proactive secretarial and administrative support to Movio’s Chief Executive and senior leadership team
  • Oversee the Chief Executive’s schedule and arrange and confirm meetings and other appointments
  • Be the first point of contact for the Chief Executive, including screening incoming calls and visitors and escalating urgent matters to the senior leadership team as required
  • Expense preparation and reconciliation
  • Draft and circulate all documentation including meeting agendas, meeting minutes, presentations, and reports
  • Communciate with others on behalf of the Chief Executive, serving as a point of contact for staff and management, board members, customers, and other external parties
  • Manage and maintain sensitive and confidential information in an appropriate manner

Travel:

  • Coordinate and schedule all domestic and international travel for the Chief Executive and members of the senior leadership team, including flights, hotel reservations and ground transportation
  • Ensure people travelling and provided with full travel itinerary, insurance documentation, and any other items as required
  • Determine, obtain, and maintain all necessary passport and visa documentation

Board Papers and Project Work:

  • Assist the Chief Executive with the coordination and distribution of Board papers
  • Assist the Chief Executive and senior leadership team with project work as required, this could include preparing presentations and/or reports, coordinating events, liaising with internal and external contacts as required
  • Support the management and updating of the Movio CRM platform (MS Dynamics) including providing reports to the Chief Executive on a recurring basis

Additional Duties:

  • Carry out any other duties within the scope, spirit, and purpose of this position, as requested
  • Be an active participant within the London-based EMEA Movio team
Requirements:

Qualities / Soft skills

  • Exceptional organizational skills with experience working across many projects simultanouesly.
  • Effective team player, able to work collaboratively with a range of stakeholders to deliver positive outcomes.
  • Attention to detail and a high level of accuracy
  • A flexible quick-thinker, who can handle varying demands in time-sensitive situations in a patient, calm and effective manner
  • Excellent written and oral communication skills and a personality that quickly builds rapport and professional relationships.
  • Can work effectively in a complex and often remote environment with multiple stakeholders
  • Willing to be flexibile with work hours as required
  • Self-motivated, positive, energetic, and friendly

Qualifications and Experience:

  • 3 or more years experience in a similar role within a dynamic multi-territory business
  • Excellent knowledge of both MS Office (Outlook, Word, Excel, PowerPoint, SharePoint)
  • Experience working with MS Dynamics would be considered an asset
  • Strong knowledge of, passion for, or experience in the film industry is considered advantageous
Benefits
  • Hybrid working
  • 25 days Annual Leave increasing to 28 on the 4th year of service + public holidays
  • Royal London Pension 9% made up of employee 5%/ 4% employer contributions
  • R&R Fridays - half a day off every Friday fully paid
  • Annual Volunteer day
  • Enhanced Sick Pay 5 days fully paid a year
  • 5 Days Paid Bereavement Leave
  • Enhanced Parental leave with length of service
  • 24 hour Employee Assistance Program services
  • Private Medical Health coverage for you and your family + Dental and Eye care contributions
  • Perkbox, with free perks each month, plus access to range of high street discounts and rewards
  • Discounted Gym memberships
  • Health and Wellbeing hub
  • Access to Salary Sacrifice scheme
  • Team Social Events throughout the year
Movio