Office & Production Assistant (Theatre)

RUNAWAY ENTERTAINMENT; London; On-site; GBP 25,000 - 35,000; Full time

Job summary

An exciting opportunity is available at a leading entertainment company in London for an Office Administrator. This role supports office operations, coordinates production activities, and serves as the first point of contact for visitors. Ideal candidates will possess strong administrative skills, the ability to juggle multiple tasks, and a passion for the arts.

Qualifications

• Experience in administrative roles and excellent organizational skills.
• Ability to manage multiple tasks effectively and maintain a welcoming atmosphere.
• Proficient in handling customer interactions and office management.

Responsibilities

• Manage office operations, including IT systems and external contractors.
• Coordinate meetings and support Producers, including travel and accommodation bookings.
• Maintain social media accounts and assist with production-related tasks.

Skills

Organizational Skills

Communication

Time Management

Customer Service

Education

High School Diploma or equivalent

Job description

Main Duties and Responsibilities

Office/Administration

• Ensure the office is efficiently run, including the maintenance of IT and telephone systems and liaising with external contractors.
• Provide administrative assistance to and maintain effective filing systems for Runaway Entertainment.
• Be the first point of contact for phone calls, door buzzer and visitors arriving and be an ambassador for Runaway Entertainment, providing a welcoming atmosphere and hospitality for colleagues and visitors, including offering/making refreshments and preparing meeting rooms.
• Support the Producers by coordinating meetings and managing their diaries as required.
• Collect and distribute post to the relevant recipient, opening where necessary.
• Arrange regular production meetings and company meetings as required, preparing agendas in advance, taking and circulating minutes.
• Coordinate Runaway website updates when required.
• Set up, maintain and update mailing lists as required.
• Maintain Runaway Social Media accounts in consultation with the Head of Marketing.
• Ordering office supplies such as stationery, printer supplies, refreshments.
• Managing the waste/recycling system and maintaining the cleanliness of the communal kitchen area.
• Offering/making refreshments and arranging lunch as required.
• Any other duties as reasonably requested by the team.

Production specific

• Assisting on specific projects as required and directed by the Producer/Head of Production/General Manager/Production Coordinator.
• Obtaining visas and work permits where necessary in connection with international touring productions and for foreign personnel involved in UK productions.
• Booking travel and accommodation as necessary and ensuring these are the most economical rates available.
• Producing and distributing schedules and welcome packs as necessary, greeting visiting artists on arrival in the country as required.
• Support any pre-production requirements including hiring space for auditions and rehearsals, booking equipment or co-ordinating room requirements.
• Coordination of press and media nights, including compilation of guest lists, mailing of invitations, seat allocations, distribution of tickets, logistics, parties and company gifts, working within set budgets.
• Reporting to the General Manager, coordinate any press events as required including arranging cards and gifts.
• Compile and monitor production programmes, maintaining up to date records and information.
• Administrate house seats for each production.
• Manage all complementary and house seat ticket requests and show related inboxes.
• Organise and attend access performances.
• Archive all production information at the end of the run, including archive DVDs, programmes, marketing information and the safe-keeping of the prompt copy.
• Keep and maintain a record of production items that go into storage.
• Compile and mail out weekly investor updates on Mailchimp.
• Be present at rehearsals and technical rehearsals as required and attend running productions on a regular basis.