Administrative Assistant

Boat Rocker Media; City Of London; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A global entertainment company in London seeks an Administrative Assistant to ensure smooth operations. The role involves managing calendars, supporting events, and liaising with stakeholders. The ideal candidate has over 1 year of experience, strong organizational skills, and is proficient in MS Office. This position offers a hybrid work environment and encourages diverse applications.

Benefits

Additional time off during winter holidays

Team-building events

Qualifications

• 1+ years of administrative assistant experience.
• Ability to cope with a high workload.
• Experience in the entertainment/media sector is a plus.

Responsibilities

• Be the first point of reference for guests and coworkers.
• Schedule and manage calendars across multiple time zones.
• Support business events and act as a key representative.

Skills

Attention to detail

Organizational skills

Interpersonal skills

Ability to prioritize

Proficient in MS Office

Job description

Overview

Administrative Assistant at Boat Rocker Studios. Boat Rocker is an independent, integrated global entertainment company with offices around the world. The role is based in the UK Office and involves multitasking to keep operations running smoothly behind the scenes.

Responsibilities

• Administrative: Be the first point of reference for guests, coworkers, couriers, service providers, vendors and incoming calls as needed.
• Liaise with the building manager on office space matters.
• Order kitchen, office supplies, and lunches from vendors.
• Organize files, records, documents and incoming/outgoing mail.
• Act as a first point of contact with IT and assist to ensure equipment works properly.
• Ensure fire, health and safety requirements are maintained.
• Coordinate office social events throughout the year.
• Coordinate and manage travel logistics for the UK office.
• Data entry for various departments as needed.
• Other duties as required by Management.

• Executive Assistant: Schedule and manage calendars across multiple time zones for senior leaders.
• Complete expense reports for the UK office.
• Prioritize internal and external meeting requests, schedule meetings, resolve conflicts, and advise on scheduling to ensure a smooth day.
• Work closely with senior leaders to keep them informed of upcoming commitments; anticipate needs and manage schedules to prevent conflicts.
• Manage diary for Trade Fairs (e.g., MIPCOM) with executives on complex schedules.
• Arrange and handle logistics for in-person and virtual meetings, distribute materials, and take notes as required.

• Events (Seasonal): Support business events, act as a key representative at internal and external events.
• Collaborate with Sales to boost engagement at external events and booth attendance.
• Be the primary contact for welcoming guests at events.
• Prepare and assist with Brands Team mail-outs for competitions and influencers.
• Support licensee events and update marketing materials.
• Package and ship sales materials, catalogues, business cards, and supplies for markets and conferences.
• Travel to events in Europe as required.

• Legal: Help collect required documents from licensees (e.g., insurance certificates, manufacturers agreements, trademark licenses) for various departments.
• Coordinate execution, circulation and filing of all Rights contracts.
• Arrange notarization and legalization of documents as necessary.
• General administrative duties as required by the legal team.

Qualifications

• 1+ years of administrative assistant experience with an eye for detail.
• Genuine interest in TV programming and schedules in the UK and internationally; previous TV environment experience is advantageous.
• Self-starter, highly organized, with strong interpersonal skills.
• Professional demeanor and confidence liaising with stakeholders at all levels.
• Ability to cope with a high workload and prioritize effectively.
• Extensive experience booking meetings, managing time zones, and maintaining complex calendars.
• Ability to conduct thorough research using multiple sources and interpret information accurately.
• Curious, proactive attitude; capable of handling multiple tasks with dynamic priorities.
• Discretion and ability to maintain confidentiality.
• Proven problem-solving skills and a strong sense of urgency for quick turnarounds.
• Ability to switch priorities quickly.
• Highly proficient with MS Office; comfortable learning new software.
• Experience in the entertainment/media sector or enthusiasm for the industry is an asset.

Why Boat Rocker?

• You’ll work with a team of passionate, creative and fun individuals who love storytelling.
• Additional time off during the winter holidays.
• In-person/remote hybrid work environment.
• Opportunities to connect with teammates across the company through team-building events.

Equity, Inclusion & Accessibility

Boat Rocker is committed to hiring and supporting diverse candidates. We encourage applications from under-represented groups. We also provide an inclusive and accessible candidate experience; accommodations are available during recruitment upon request.