CEO Office Coordinator

Tough Lover Theatricals Ltd.; Greater London; On-site; GBP 32,000 - 44,000; Full time

Job summary

Tough Lover Theatricals Ltd. is seeking an Executive Administrative Support professional to assist the CEO and Executive Office Manager, maintaining smooth operations and handling key admin tasks for the Executive Team.

You will coordinate diaries, meetings, travel, and expenses while supporting internal communications and cross-departmental activities. The role requires attention to detail, discretion with confidential information, and strong organisational skills.

Qualifications

• Experience supporting C-suite or senior executives is desirable.
• Ability to manage confidential information with discretion.
• Strong organisation and time-management skills.

Responsibilities

• Support Co-CEOs' diaries and arrange virtual and in-person meetings.
• Provide diary support to Executive Team and liaise with Presidents/Vice-Presidents.
• Coordinate travel logistics for leadership and team.
• Prepare and circulate meeting agendas and record action points.
• Process invoices and expenses and manage inbox correspondence for senior leaders.
• Maintain CRM and update the staff intranet and websites as needed.
• Support internal communications, including team newsletters and event logistics.

Skills

Diary management

Communication

Discretion

Team coordination

Attention to detail

Tools

Microsoft Office

Job description

Summary

You will support CEO & Executive Office Manager to maintain the smooth running of the CEO/Executive Office. You will undertake key administration tasks which support members of the Executive Team, Presidents and Vice-Presidents including booking of travel, liaison with members, supporting the arrangements for internal meetings & taking meeting notes.

More Details

Executive Administrative Support

• Support the management of the Co-CEOs' diaries, including liaising with internal and external colleagues to arrange virtual and in-person meetings.
• Provide diary support to members of the Executive Team and liaise with Presidents and Vice-Presidents as directed by the CEO & Executive Office Manager.
• Provide administrative and project support to the Executive Team as required.
• Coordinate travel logistics for the Co-CEOs and Executive Team, including booking travel and accommodation as required.
• Support arrangements for internal meetings, including Board meetings, ensuring refreshments are booked and meeting rooms are set up correctly.
• Take appropriate meeting notes as required.
• Prepare and circulate Executive and Heads of Department meeting agendas in advance, record action points, and follow up to ensure completion before the next meeting.
• Provide administrative support to the CEO Office, including processing invoices and expenses, monitoring the inbox, and sending correspondence on behalf of senior leaders.
• Code and reconcile credit card statements for the Co-CEOs and Executive Team.
• Use technology innovatively to improve the efficiency of routine administrative processes.
• Ensure member enquiries are directed to the appropriate team and handled smoothly by the Membership directorate.
• Coordinate the logistics and operational management of staff training courses.
• Be an active member of the cross-departmental coordinator team, providing administrative cover and support, including updating the CRM and company websites and covering TKTS shifts or the front desk when required.
• Undertake any other duties as reasonably required.
• Internal Communications
• Coordinate the fortnightly team newsletter, including gathering input, issuing reminders, and working with the CEO & Executive Office Manager to include key organisational updates.
• Manage the staff intranet and CEO SharePoint drive, and undertake the ongoing maintenance of the Board intranet.
• Coordinate monthly team breakfasts, liaising with Operations on catering and technical requirements and preparing agendas with input from Heads of Department and the Executive Team.
• Assist with the delivery of Industry Insights sessions for staff, including scheduling guests and liaising with Operations to ensure rooms are set up appropriately.

Special Projects

• Provide administrative, logistical and project support for the Olivier Awards, West End LIVE, UK Theatre Awards and Theatre Conference.
• Attend press nights where appropriate and take advantage of trade tickets when offered.
• This role may include some work on evenings and weekends, as required by your line manager and directed by the Events team

Directorate

This role sits within the CEO Office team whose focus is to support the CEOs and Executive team to deliver the core strategy and ensure that we operate in the most innovative way to deliver the organisation's goals in partnership with our members. Our team plays a key role in ensuring cross organisational projects are delivered cohesively and effective administrative support is provided across the organisation.

Reporting to your line manager

CEO and Executive Office Manager

Direct reports

None

Technical knowledge & skills required

• Basic working knowledge of Microsoft package including Outlook, Word and PowerPoint
• Eagerness to learn new skills
• Attention to detail
• Ability to communicate professionally with a range of people
• Ability to handle confidential and sensitive information with discretion
• An understanding and commitment to equality, diversity and inclusion
• An interest and broad understanding of the theatre industry.

Closing Date for Applications

Closing date: 13 October, 12:00pm

Interviews

First-round interviews week commencing 19 October

We welcome applications from all and are open to discussing access requirements. If you would like to discuss any access needs during your application or, if you are selected for interview, at the interview stage, please email us at [e-mail] and the HR team will get in touch with you.

We cannot support Visa applications; all applicants must have the right to work in the UK