• Executive Assistant

    Job Locations UK-London
    # of Openings
    021100 Executive- Administration
  • Overview

    TAIT is the World Market Leader in designing, constructing and delivering the finest live event solutions in the world. Whether it’s creating awe-inspiring spectaculars, complex touring stages, theatre engineering solutions, brand activations or cruise ship installations, TAIT delivers world-class solutions for live experiences. With its proprietary entertainment automation platform, custom-made products, and creative engineering, TAIT’s cutting-edge offerings continue to advance industry standards and exceed client expectations. As a global network of over 600 employees in 12 office locations, TAIT has worked on projects in over 30 countries, all 7 continents and even outer space. TAIT’s diverse group of clients include Taylor Swift, Cirque Du Soleil, The Metropolitan Opera House, NASA, National Geographic, Beyoncé and The Olympics.

    We are looking for an enthusiastic and professional Executive Assistant to support the Senior Leadership Team in the day-to-day management of the business and personal matters.   The right person will need to be able to deal with multiple managers and manage expectations.


    This key function requires emotional intelligence, resilience and stamina in order to support multiple Senior Team Leaders.


    The Executive Assistant – SLT is responsible for direct support and coordination of a broad range of administrative and project management functions required for the ongoing effectiveness of the Senior Leadership Team. This requires strong interpersonal and communications skills, with a high degree of intellectual acuity to handle complex business and technical issues. Detail accuracy, acute sensitivity for the importance of time urgency, exceptional anticipation skills and an enviable personal touch are essential skills. Consistent follow-up to ensure task completion, with the ability to operate reliably with a sense of urgency while not losing sight of the details confirms expertise. Excellent multi-tasker: always many things going on at once; a mix of personal and business items, each with its own timetable, some urgent, some are not; but, all need to be tracked to the end: this confirms experience and a disciplined approach.


    Duties and Responsibilities

    • Serve as primary contact and information source for Senior Leadership Team. Utilize discretion.
    • Collaborate with the Senior Leadership Team to determine priorities and project objectives.
    • Manage all aspects of the Senior Leadership Teams extensive daily calendars (appointments, meetings, conference calls), including the arrangement of transportation to and from all points.
    • Light reporting and presentation creation
    • Organize and support the Senior Leadership Teams daily activities: e.g., reminders, folders, to-do lists, research, and notes to accompany all appointments and events.
    • Domestic and international travel coordination: provide precise, detailed itineraries, contact lists, and agendas.
    • Take accurate phone messages (phone voice and demeanour especially important); maintain a log of phone calls with a follow-up to completion.
    • Maintain extensive contact database.
    • Organize, create a filing system to manage and control the flow of paper.
    • Conduct research, including Internet sources, to acquire background material in support of outstanding questions; provide key information to assist with responses.
    • Work quickly and efficiently; remain flexible to shifting priorities; be a resourceful and nimble problem-solver.
    • Superb follow-up and follow-through. Confirm agreed-upon goals in order to establish priorities.
    • Serve as primary contact for the Senior Leadership Team, when appropriate.
    • Monitor a variety of important projects and events with others in the Company, including individual tasks.
    • Review proposal/reports and facilitate delivery of information to the Senior Leadership Team; follow up to obtain the required information
    • Coordinate activities and functions with other members of the Senior Leadership Teams office, as well as internal and external constituents.
    • Handle time-sensitive and confidential projects, requested or required by the Senior Leadership Team.


    The right person will need amongst others:


    • Degree in a relevant subject
    • Thorough knowledge of Microsoft office
    • Experience in booking and managing complex travel arrangements.
    • Sound knowledge of obtaining work visa’s for different countries and working with immigration specialists.
    • Successful experience in a similar environment
    • Aptitude for business
    • Ability to operate with a sense of urgency but not lose sight of the details.
    • Experience in managing large or complex projects
    • Ability to collaborate, coordinate, interface with and support executives with diverse personalities.
    • Judgement, common sense and discretion to manage confidential matters.
    • Confortable processing confidential personal information.
    • Take minutes, follow up on projects and compile data for the SLT.
    • Excellent writing, editing, proofreading and verbal communication skills
    • Extremely organised with superb attention to detail
    • Excellent planning and time/project management skills
    • Excellent interpersonal skills

    We do not use Recruitment Agencies and as such do not accept speculative CV’s. We will only review CVs sent in application for an advertised post. Any unsolicited CV’s received will be treated as the property of TAIT and Terms and Conditions associated with the use of such CV’s will be considered null and void.


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