Jobsxl | Total Jobs Online

Job Title: Executive Assistant Location: London Studio Job ID: IMEA21023 Role: Executive Assistant Direct Reports: Managing Director & CEO Department Reports: Operations Manager Salary: £35K - £45K per annum Start Date: ASAP Duration: Permanent Hours: Monday - Friday, 09:00 - 17:00

Position Overview:

We're seeking a brilliant Executive Assistant for our London studio to support our executive leadership in London and Shanghai. The EA will possess a proactive attitude, be confident in taking initiatives, excel in written and verbal communication, and enjoy thinking outside the box. This is a unique and vital role, working at the heart of our global team during a time of innovative transformation and international growth, so the EA will also need strong fluency in shaping our company and our executive leadership's public profiles, including managing social media channels.

This is us:

Immersive International creative master planning, design, and innovation studio, bringing together some of the best Experience Architects, Creative Technologists, and Spatial Storytellers in the world. The studio has been around for almost two decades with teams on four continents but still operates with a start-up/scale-up mentality. Collaboration is at the heart of everything we do. We ideate, conduct R&D, and deliver innovation-driven immersive experiences, location-based entertainment, visitor attractions, and spatial art installations for public, private, and commercial clients. Previous projects include Olympic opening ceremonies, touring stadium shows, permanent theme park attractions, world expo pavilions, experiential museum installations, and digital art commissions. Our culture is driven by passion, innovation, open-minded curiosity, and a collaborative ambition to reinvent and reimagine everything we set our minds to.

Is this you?

We value your passion, mindset, and eagerness to harness technology to make things happen. We're looking for team members who can step into our structure, own our processes, and embody our values. The right candidate will thrive in a fast-paced environment, manage simultaneous projects, enjoy troubleshooting, confidently communicate with clients, and possess excellent administration and organisational skills. They should have outstanding people skills, maintain confidentiality, and handle sensitive information with care and discretion.

Key Responsibilities:

• Act as an ambassador for the business and a representative for the Executive Leadership (CEO & MD).


• Develop strong relationships with the studio's employees, key stakeholders, partners, and clients, serving as the first point of contact for studio visitors.


• Manage and maintain Executives' calendars, appointments, and travel arrangements while acting as a gatekeeper.


• Actively manage the Company’s and the Executives' public profiles, including social media channels.


• Arrange and coordinate internal and external meetings.


• Assist executives in document and presentation preparation and research.


• Collaborate closely with the CEO & MD to ensure they are well-informed of relevant commitments and responsibilities, following up appropriately.


• Support office management duties and tasks.


• Accurately process executives' expenses, invoices, and bill payments.


• Manage and maintain filing systems.


• Record, transcribe, and distribute minutes of meetings.


• Provide general support to the Operations department.

Personal Qualifications:

• Experience in a similar role is required.


• Passion, enthusiasm, and eagerness to learn are highly valued.


• International outlook and forward-thinking.


• Experience working across multiple time zones is a plus.


• Experience supporting or interfacing with senior creative individuals or organisations is a plus.


• Immaculate spelling, grammar, and punctuation are a must.


• Strong fluency across social media platforms is imperative, as well as a basic knowledge of social media marketing.


• Experience in managing multiple priorities, administrative coordination, and logistics is a plus.


• organised, detail-oriented, and able to multitask with great follow-up skills.


• Excellent written and verbal communication skills.


• Advanced skills in G-Suite and a quick ability to learn new systems.


• Interest in multi-disciplinary work, including entertainment, museum & heritage, live events, theatre, and experiential events.


• Comfortable with some out-of-hours and weekend working if ever needed (compensated with TOIL).

Diversity & Equal Opportunities: We are committed to a non-discriminatory approach and provide equal opportunity for employment and advancement. We respect and value diverse life experiences and heritages and ensure that all voices are valued and heard.