Office Coordinator & PA

Insanity Talent Management Limited

Job Description and Specification: Office Coordinator & PA

Overview:

• The Office Coordinator & PA is a pivotal role within Insanity, ensuring the smooth running of our office and front of house operations and providing exceptional support to our CEO and the Director of Legal & Business Affairs.
• The role demands excellent administrative skills, a keen eye for detail, and the ability to multitask in a fast-paced environment.

• This role requires proactive management of the office environment - running the space, and its ancillary functions, to a high standard, keeping it tidy, fully equipped and running like clockwork.

Key Responsibilities:

Office Coordination:

• Oversee daily office operations, ensuring a clean, organised, and efficient working environment.
• Manage office supplies and inventory, placing orders as needed.
• Handling all incoming telephone enquiries, transferring calls and dealing with business enquiries.
• Greeting guests and ensuring that they have been offered refreshments while they wait.
• Each morning collecting and distributing the post/packages using a digital mailroom process.
• Opening and sorting the client gifting and ensuring that gifting is turned around within one week.
• Scanning and photocopying.
• Booking meeting rooms and arranging catering where applicable.
• Managing the company’s laptop and stationary stock, alongside the finance team.
• Liaising with landlords and IT suppliers.
• Coordinate maintenance and repair of office equipment and facilities.
• Assist with the planning and execution of company events, meetings, and conferences.
• Organising office social events.
• Serve as the primary point of contact for office-related inquiries and communications.

Personal Assistant role:

• Provide comprehensive administrative support to the CEO and the Director of Legal & Business Affairs, including scheduling meetings, managing calendars, and coordinating travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents as required.
• Handle confidential information with discretion and professionalism.
• Assist with special projects and perform other administrative duties as assigned.
• Some out of hours working.

Colleague and Talent Coordination:

• Schedule and coordinate meetings, appointments, and engagements for colleagues and talent.
• Maintain up-to-date records and databases of talent information.

• Managing social media accounts on behalf of the business, including Instagram and LinkedIn.
• Updating the company website with necessary and/or regular edits.
• Managing the central Business Support email inbox for the whole company and notifying the relevant parties.

ESG Values:

• To Promote Environmental Sustainability:
• by advocating for environmentally responsible practices within the company;
• by identifying opportunities to reduce our carbon footprint and implementing sustainable initiatives.

• · To Support Social Responsibility Initiatives:
  • by contributing to corporate social responsibility (CSR) programs and initiatives;
  • by fostering diversity, equity, and inclusion within the workplace.
• · To Ensure Good Governance Practices:
  • by adhering to ethical business practices and promoting a culture of integrity;
  • by complying with relevant regulations and industry standards.
• · To Stay Informed on ESG Trends and Best Practices:
  • by staying up to date on emerging ESG regulations and best practices;
  • by sharing knowledge and insights with colleagues to promote continuous improvement in ESG practices.

Qualifications & Skills:

• Bachelor’s degree in business administration, communications, or a related field preferred.
• Minimum of 2-3 years of experience in office coordination, administrative support, or a similar role, preferably within the entertainment or talent management industry.
• Exceptional organisational and time management skills, with the ability to prioritise tasks and meet deadlines.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Ability to work independently and as part of a team.
• High level of professionalism and discretion in handling sensitive information.
• Excellent telephone manner.
• Excellent attention to detail.
• Ability to work effectively and collaboratively cross‐functionally, think pragmatically and be solution‐oriented.
• Professional with the ability to build trust and rapport with stakeholders.
• Demonstrated ability to think clearly and quickly under pressure in fast-paced environment.
• Business acumen and an understanding of Insanity’s business and the wider entertainment industry.

Personal Attributes:

• Diligent and dependable with a strong work ethic
• Resilient and able to thrive in a fast-paced, high-pressure environment.
• Dedicated to excellence and continuous improvement.
• Curiosity and willingness to tackle matters outside their area of expertise
• Exceptional ethical standards and integrity.
• Positive attitude, with a proactive and flexible approach to work.
• Desire and willingness to take ownership and control of tasks and projects

Insanity is committed to fostering a workplace culture that values diversity, promotes equity and champions inclusion.

We are committed to building a workplace where all individuals are respected, valued, and empowered to succeed.