Executive Assistant

DNEG VFX is looking for an experienced Executive Assistant to support a London based member of our global executive team.

The Executive Assistant provides continual administrative support, ensuring smooth and efficient operations. This role requires exceptional organisational skills, discretion, and the ability to handle sensitive information with confidentiality.

The Executive Assistant serves as a primary point of contact for internal and external stakeholders, creative partners, and clients, manages executive calendars, coordinates meetings, site visits events, and assists with various administrative tasks as needed.

This role is required to be in our London office 5 days per week.

Responsibilities

• Schedule Management: Manage executives’ calendars, scheduling appointments, meetings, and travel arrangements efficiently, considering priorities and time constraints.
• Travel Arrangements: Arrange domestic and international travel for executives, including flights, accommodations, transportation, and visa documentation. Ensure travel plans adhere to company policies, budgets, and executives’ preferences.
• Communication: Serve as the primary point of contact for executives, screening and prioritising emails, and other correspondence. As an ambassador for DNEG, maintain professionalism, confidentiality, and discretion in all communications and handle all documents with due care.
• Relationship Management: Cultivate positive relationships with internal and external stakeholders at all levels, especially clients and creative partners, representing our executive professionally and effectively even during difficult or challenging circumstances. Liaise with clients and creative partners on a daily basis, arranging regular client visits, creating a positive engagement and relationship with each. Liaise with other partners, and vendors as needed.
• Meeting Coordination: Coordinate and schedule meetings, including arranging logistics, preparing agendas, and providing necessary materials. Take minutes and follow up on action items as required.
• Administrative Support: Provide comprehensive administrative support, including drafting correspondence, preparing reports, managing expense reports, and maintaining filing systems. Handle confidential information with discretion.
• Project Assistance: Assist executives with special projects, research assignments, and presentations as needed. Coordinate with other departments and team members to ensure timely completion of tasks.
• Information Management: Maintain accurate records and databases, ensuring information is up-to-date and easily accessible. Organise and prioritise incoming documents and requests for executives’ attention.
• Problem Solving: Anticipate challenges and proactively address issues to support executive in their role.Exercise sound judgement in decision-making and problem-solving situations.
• Team Collaboration: Collaborate effectively with other administrative staff and departments to streamline processes and achieve organisational goals.

Must Have

• Extensive proven EA experience of C-suite level support
• Extremely organised with exceptional time management skills and able to prioritise efficiently and independently.
• Excellent organisational skills, ability to multi task and organise others.
• Confident and able to communicate with staff at different levels and across different departments internationally.
• Experience managing and filing executive expenses.
• Experience handling sensitive documentation such as NDA’s, contracts etc..
• Excellent oral and written communication skills and ability to professionally represent the executive.
• Ability to filter information and assess priorities.
• Ability to develop and maintain good working relationships at all levels, including during difficult or challenging circumstances.
• A friendly, personable, productive and patient manner.

Nice To have

• Email management experience using the full range of Google Workspace, Gmail, Drive and Calendar. Knowledge of other email platforms is a plus.
• Helpful to have experience of working in an international environment and building solid working relationships with teams across different countries, cultures, and time zones.
• Event planning experience highly desired: Wrap Parties, Screenings, Award Parties, Premieres.
• Ability and willingness to travel if needed.

About You

• Clear communicator
• Organised…