Production Division Coordinator

Host Broadcast Services; Boulogne-Billancourt; Hybride; EUR 35 000 - 55 000; Plein temps

Résumé du poste

An innovative firm is seeking a Production Division Coordinator to support the Senior Management Team in a dynamic environment. This role involves ensuring smooth operations across various corporate functions while managing critical processes and systems. The ideal candidate will possess exceptional organizational skills, a proactive mindset, and the ability to thrive in a fast-paced setting. By joining this team, you will play a vital role in the production of prestigious sporting events, contributing to the magic that captivates millions of viewers worldwide. If you are ready to make an impact and grow your career, this opportunity is perfect for you.

Qualifications

• 2-5 years of experience in executive assistance or administrative coordination.
• Strong organizational skills with a proactive calendar management experience.

Responsabilités

• Ensure corporate processes are implemented and followed within the department.
• Act as the right hand to the Senior Management Team, facilitating alignment and communication.

Connaissances

Organizational Skills

Executive Support

Communication Skills

Microsoft 365 Proficiency

Calendar Management

Attention to Detail

Process Orientation

Formation

Bachelor's Degree in Business Management

Outils

SharePoint

People Allocation

Cruise

Description du poste

Job Title: Production Division Coordinator
Contract Type: Fixed Term
Department / Division: Production
Location: Boulogne-Billancourt, France with hybrid work setup
Language: This position requires English and French as professional language

HBS

You have probably watched a football game at some point in your life. Well, if it was a World Cup match, it was likely filmed and produced by the HBS (Host Broadcast Services) team. We are involved in the production of the following events: FIFA World Cup 26, FIFA Women’s World Cup 2027, Men’s Rugby World Cup 2027 Australia.

• Have exceptional organizational skills with proven experience in executive support and coordination roles
• Be proficient in English and Microsoft 365 applications
• Demonstrate strong communication abilities and meticulous attention to detail
• Be process-oriented and have excellent calendar management skills

Purpose

Our Production Department is the heartbeat of HBS, bringing the world’s most prestigious sporting events to millions of viewers. We’re the team behind the scenes that makes the magic happen on screen!

As our Division Coordinator, you will serve as the executive support to our Senior Management Team, ensuring smooth operations across corporate functions while maintaining critical processes and systems. You’ll work within a diverse, fast-paced environment where your organisational skills will be essential in supporting the leadership team that brings incredible events to life.

Main Activities/Responsibilities

Process Management & Reporting:

• Ensure all corporate processes are properly implemented and followed within the department
• Maintain cross-departmental communication with HR, IT, Legal, Logistics, and PMO
• Create and deliver regular reports on department activities, resource allocation, and project status
• Monitor workforce planning and allocation across the department
• Track department milestones and project cycle timelines, ensuring department reviews are scheduled and conducted
• Verify that forecasting tools are current and accurate, highlighting potential resource issues

Internal Systems & Tools Management:

• Oversee and maintain all internal management tools (People Allocation, Cruise, etc.)
• Ensure all systems contain up-to-date information about staff and projects
• Support the implementation and maintenance of department SharePoint spaces
• Manage flex office processes and the implementation of home office policies

Staff Support & Onboarding:

• Serve as the first point of contact for new team members
• Oversee comprehensive onboarding of new department staff
• Ensure team members understand and can access all necessary tools and processes

Executive Support & Calendar Management:

• Act as the right hand to the Senior Management Team (10 Senior Managers and Head Of), facilitating alignment and communication
• Proactively manage directors’ calendars, ensuring they are up-to-date and optimised
• Anticipate leadership needs based on their schedules (preparation for seminars, meetings, etc.)
• Organise and document department meetings, ensuring action points are tracked and completed
• Serve as the primary communication hub between senior management and the rest of the organisation

Position Relevant Skills (Background & Experience)

You will thrive in this role if you have:

• A bachelor’s degree in business management or related field
• 2-5 years of work experience in executive assistance or administrative coordination
• Strong organizational skills with a process-oriented mindset
• Proactive calendar management experience and the ability to anticipate leadership needs
• Excellent reporting and document preparation abilities
• A flexible personality with a strong customer service orientation toward internal stakeholders
• The ability to learn quickly and adapt to changing situations
• Autonomy and a solution-focused approach to challenges

How to Apply

• Please apply to find out more. We consider every application and will respond as soon as possible. We are committed to equal opportunities.

This Job Description is a true reflection of the expected responsibilities for this position at the time of writing, but it is not an exclusive list of the tasks to be undertaken as they may evolve over time. HBS staff needs to have a willingness to undertake other tasks than those listed in this Job Description as required.