Executive Assistant, Global Documentaries & Factual

Bertelsmann-Jobs; Greater London; On-site; GBP 50,000 - 70,000; Full time

Job summary

Fremantle is a powerhouse of the TV and Film industry and a global producer, distributor and content creator. We are seeking an Executive Assistant to support the Global Head of Documentaries and Factual and the VP Non-Scripted Acquisitions, coordinating complex schedules and travel across time zones.

You will manage diaries, organise meetings, prepare materials, and coordinate international travel and events for senior leaders within a dynamic, global team.

Qualifications

• Demonstrable PA experience in a busy global organisation.
• Extensive complex travel booking experience.
• Excellent organisational and time-management skills.
• Ability to work under pressure and meet tight deadlines.
• Strong written and verbal communication.

Responsibilities

• Proactively manage diaries for the Global Head of Documentaries and VP Non-Scripted Acquisitions across international time zones.
• Provide diary support to the rest of the team as required.
• Coordinate all national and international travel end-to-end for the Global Head and VP, including tickets, visas and accommodation.
• Prepare agendas in advance and minute meetings, distribute notes and track actions.
• Organise and support key events such as screenings, away-days, pitches and conferences.
• Provide PA support on IT and operations requests.

Skills

PA experience

Diary management

Travel booking

Event coordination

Stakeholder management

Tools

MS Office

PowerPoint

Outlook

Job description

Executive Assistant, Global Documentaries & Factual

• Full-time

Creating the Extraordinary, Together.

Fremantle is a powerhouse of the TV and Film industry. We are one of the world’s largest and most successful creators, producers and distributors of Entertainment, Drama & Film and Documentaries.

From critically acclaimed dramas like The Responder, starring Martin Freeman, award winning films including Paolo Sorrentino’s Oscar nominated The Hand of God to incredible entertainment like The Rap Game, Too Hot to Handle, The Apprentice and Britain’s Got Talent, we make shows with global appeal.

Our purpose

We are driven by a shared purpose of Creating the Extraordinary, Together. We tell stories that connect people around the world, reflecting and celebrating the diversity of the world we live in. Through compelling, irresistible entertainment, we aim to engage and inspire our audiences. To achieve this, we bring together people from all backgrounds and cultures, both in our teams and on our shows. We are committed to creating opportunities for talent by being inclusive in all that we do.

Role Overview:

The EA and Team Assistant supports the Global Head of Documentaries and Factual, who oversees both Fremantle’s Global Documentaries department, and the Non-Scripted Global Content Acquisitions team, a part of Fremantle International. We are looking for someone with enthusiasm and a flexible approach to their working day who is excited about joining a small but thriving team.

About the team:

The Global Documentaries team oversees and supports our Global Documentaries network. We work with some of the most respected documentary producers and directors in the world to bring unique true stories to a worldwide audience.

Our Non-Scripted Acquisitions team identify quality, commercial, Non-Scripted content from producers worldwide for international and commercial exploitation to help fulfil the needs of our pipeline.

Here you’ll get to:

• Proactively manage the complex, fast paced and ever-changing diaries for the Global Head of Documentaries and Factual and VP Non-Scripted Acquisitions, balancing multiple priorities across international time zones, dealing with daily changes and reprioritising as required, and protecting executive time
• Provide further diary support to the rest of the team as required
• Be the liaison and management of Global Head’s time and commitments across various roles with Fremantle upper management, labels, FMI, Global Documentaries labels and M&A responsibilities
• Assist the Global Head to manage and prioritise a range of complex tasks as needed
• Manage all national and international travel end-to-end for the Global Head and VP, including initial research, pricing and booking of tickets, visas and accommodation, restaurant bookings and meeting schedules
• Provide further national and international travel management to the rest of the team as required
• Coordination and management of Documentaries Festivals, forums and events attended by Global Head and other team members
• Build strong relationships with internal and external stakeholders across multiple time zones
• Be ‘front-of-house’ for the department, coordinating team requirements and preparing for internal and external meetings, liaising with guests, organising catering and booking meeting rooms
• Be responsible for coordination of information and communication across the wider team, coordinating all team meetings, department meetings, label meetings, and a high volume of emails
• Handling data and coordination of the department, taking ownership to maintain and disseminate systems of organisation including a slate tracker that is shared quarterly
• Compile agendas in advance of a variety of meetings, tracking attendance across key stakeholders ahead of time and ensuring the relevant materials are ready
• Minute meetings and distribute notes in a timely manner, managing and following up on actions, and ensuring meeting notes are captured for absent team members
• Organise and support with key events such as screenings, away-days, pitch meetings, sales conferences, filming, bespoke industry sessions and team socials
• Support the Global Head and VP with activities such as producing PowerPoint and other presentations
• Plan ahead of key events throughout the year to ensure there is enough time for preparation
• Process expenses while accurately tracking spend, plus handle purchase orders and invoices for the department while operating as cost effectively as possible
• Provide PA cover for other senior executives within the International department as required
• Act as a key department liaison to support on all IT and operations type requests

• Demonstrable PA experience in a busy matrix global organisation, with a proven track record of supporting multiple senior individuals
• Extensive complex travel booking experience
• Resilient and proactive mind-set with a flexible approach to daily workload
• Excellent organisational and time-management skills with exceptional attention to detail
• Strong problem-solving skills and accuracy and administration; be highly self-motivated
• Experience of working under pressure and multi-tasking and using one’s own initiative
• Experience of managing confidential information
• Ability to prioritise and work to tight deadlines
• Ability to work independently
• Proactive and positive can-do attitude
• Professional presentation and demeanour with strong written and verbal communication skills
• Excellent M/S Office skills including Word, Excel, Outlook and PowerPoint
• Team-player and able to work within a diverse team with many local and international internal and external stakeholders at all levels up to a very senior level
• An interest in Content Acquisitions and a proactive attitude willing to deliver on the Team Assistant role and pick up ad hoc projects and requirements
• Experience and understanding of the documentary industry and key players - both in commissioning and production
• Experience with coordinating events