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Company Overview

Charcoalblue Experience (CBX) is a dedicated business unit within Charcoalblue that applies our expertise gained from working with globally renowned cultural organisations to the workplace, sports, exhibition, and events markets. Working with world leading companies, Charcoalblue Experience works with any business looking to create spaces for collaboration and storytelling that wants to deliver an enhanced experience for staff, visitors, guests, and spectators. Projects include hybrid workplaces, one-off event spaces, sports facilities, broadcast studios, conference centres, and ecosystems across entire buildings and campuses. Our CBX team includes specialist Project Managers, Design Managers, Research & Development (R&D) Consultants, Technical Drawing and Standards Consultants, Producers, and Administrators and they often work closely with single clients and are fully embedded into their workflow and teams.

Charcoalblue was established in the heart of the UK theatre industry in 2004. Since then, we have carved out a reputation as the world's leading integrated Theatre, Acoustic and Experience Consultancy service. We now operate as a cohesive and collaborative team across six international studios in the UK, USA, and Australia, delivering projects to every corner of the globe. Theatre, acoustic, project management and digital design runs in our blood and each one of us has at some point worked within the industry we now design for. We provide a full spectrum of consultancy services from strategic analysis and creative concept generation through to detailed design and full project leadership. Simultaneously, we have the expertise to integrate world-class acoustic, technical, and digital design solutions from the outset.

E: [email protected]

W: www.cbx.charcoalblue.com

Description of Role

The role of Business Coordinator is to be the supportive force that empowers the Directors and drives best standards across the Charcoalblue Experience business unit. With the primary responsibility of supporting the Managing Director and 5 Directors, you will provide support to ensure that business unit goals and objectives are accomplished, and operations run efficiently.

You will maintain and refine internal processes to expedite workflow. You will also manage key communications between senior management and employees, liaising with internal and external stakeholders on various projects and tasks as required. Additionally, you will serve as a key conduit between the business unit and the group business support team, ensuring there is clear two-way communication of requirements and initiatives. You will plan and orchestrate work to ensure the priorities of senior management are met, organizational goals are achieved, and best practices are upheld. We will also look to you to enhance existing processes and procedures and develop new processes and procedures to ensure this is delivered in the most efficient way.

To be successful in this role, you will be a proactive problem solver with exceptional communication skills and a meticulous attention to detail. You will have previous experience in an international company and supporting a business across regions, performing administrative duties, and providing proactive and effective support to management. We will rely on you for flexibility and foresight, while maintaining confidences related to high-level systems and operations. To excel in this role, you will enjoy working in a fast-paced team environment, have excellent people skills, and be comfortable liaising at all levels of the business regularly.

This position is to be undertaken as a distributed working role with occasional attendance at one or more of our studios in the United Kingdom.

Key Responsibilities

• Provide administrative and office support to the business unit Directors and maintenance of business unit tools and reporting.
• Proactive and strategic monitoring of complex diary and email management for the Managing Director, as well as management of content and flow of information to and from senior management.
• Manage scheduling for all Directors, including coordinating senior team and whole business unit meetings.
• Ensure full preparation for Director-led meetings, creating and distributing agendas, taking notes, and ensuring follow up actions.
• Ensure that all processes are consistent across all BU areas in collaboration with the business unit senior management team.
• Represent CBX to build, maintain, and manage excellent relationships with key business support teams including IT, HR, Training & Development, Finance, and Marketing & Business Development.
• Proactively develop systems and work alongside Service Coordinators to facilitate the ongoing growth of the business unit.
• Maintain efficient electronic and hard copy filing system, inclusive of confidential and scope of work documentation.
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the group.
• Coordinate monthly team presentations.
• Process monthly expenses in line with company policy.
• Arrange travel and itineraries on a regular basis and follow up on actions.
• Support on team communications and event planning, both internally and offsite.
• Provide support to potential business development and innovation projects.
• Collate, analyze, and report on specific Management Information (MI) for the business unit.
• Collaborate with members of the team to create and distribute a monthly team newsletter.
• Coordinate team socials in line with companywide and regional in-person socials.

This list is not intended to be exhaustive and may be subject to alteration over time as we develop the service.

Qualifications & Key Skills

We are open to receiving applications from candidates with a varied range of experience and education. If you meet most of the qualifications below, we encourage you to apply:

Required Qualifications

• Minimum 4 years of experience in an administrative, business operations, or related role supporting senior leadership of an international business.

Desired Qualifications

• Positive and responsive approach, with a proven ability to provide organisation and administrative support in a fast-paced environment.
• Experience within and understanding of international organisations, in particular across the UK and US.
• Experience of undertaking general business management tasks, including organising team meetings, managing travel, work events and supporting Directors.
• Experience in building and maintaining good working relationships with stakeholders and group support functions.
• Ability to understand and translate large amounts of complex information into a variety of reporting formats.
• Ensure deadlines are met and information provided is accurate, timely, and in consistent formats.
• Intermediate experience of using business tools and systems, including Microsoft Office and Google Suite.
• Excellent verbal and written communication skills.
• Evidence of good minute-taking skills.
• Proactive approach and taking initiative with the ability to work to tight deadlines.
• Ability to keep company confidences.
• Strong time-management skills and the ability to organize and coordinate multiple projects at once.
• Outstanding ability to build relationships with colleagues at all levels.
• Ability to work independently and as part of a team.
• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge.
• Experience developing internal processes and filing systems.
• Bachelor's degree in business, marketing, or related field.

Employment Details

The role is being offered at 40 hours per week (to be arranged flexibly between Monday-Friday), including a comprehensive benefits package, plus an hour per day (unpaid) for lunch, with an understanding that flexible working hours will apply to meet our clients needs and to accommodate the companys global time zones. Charcoalblue does not provide for the payment of overtime. The nature of the job and the Partnerships business could occasionally entail some work outside normal working hours.

There is a three-month probationary period for permanent roles.

We are currently working in a distributed (remote) model, meaning you will work from your home (or other place of your choosing) with optional regular working hours at one of our UK studios (London or Bristol). We will provide you with the necessary IT hardware and software to enable to you to carry out your role successfully in line with your duties.

Please note, although the role is distributed, the successful applicant must be based in the UK to effectively meet the current needs of our work and local team, and you should be able and willing to travel to external meetings and our UK studios as required, with notice.

Annual leave entitlement: 20 days minimum per annum, plus statutory public holidays. We traditionally close our studios between Christmas and New Years Day, resulting in an additional average 4-5 holiday days per annum.

Employee Benefits

Charcoalblue operates a bonus scheme which you will benefit from following successful completion of a three-month probationary period as a permanent employee. Please note that this is subject to the Partnerships performance year on year and is not guaranteed.

Following successful completion of your probationary period, you will be eligible to participate in our company benefits package, including our pension auto-enrolment scheme, our annual bonus scheme and allocation of theatre or other live event tickets per month. We offer this benefit to encourage you to immerse yourself in the theatre and arts industry as far as possible. We will also contribute to your home broadband and give you a monthly contribution towards your home utilities to enable you to work from home effectively in line with our distributed working model. Other benefits are accumulative as you progress with the company.

Following successful completion of your second year, you will be eligible to join our Private Health Insurance plan, in line with our company policy.

Salary

The salary range for this role is £32,000 - £38,500 per annum.

Please state your salary expectations in your covering letter in line with your experience.

Charcoalblue intends to offer the selected candidate base pay within this range, dependent on job-related, non-discriminatory factors such as experience. Base pay is one part of the total rewards that Charcoalblue provides to compensate and recognize employees for their work. Charcoalblue provides a robust benefits package to help support you physically, financially, and emotionally through the big milestones and in your everyday life. Please visit our careers page for more details.

Start Date

June 2023

Equity, Diversity & Inclusion Overview

Charcoalblue is an equal opportunities employer, actively working towards becoming an inclusive organization. We work consistently to ensure elimination of unfair and discriminatory practices within the company and encourage full contribution from its diverse community.

Our mission is to manifest an inclusive ethos by creating a diverse and inclusive working environment across our practice. Recruitment opportunities are open to all, but we are particularly keen to hear from ethnically diverse and disabled candidates, as these groups are currently underrepresented within our teams.

If you require this application in a different format or need support during the application process, please contact Euna Pae via email [email protected]. Equally, please contact Euna if you have any questions in relation to access, or how the role might need to respond to your personal circumstances.

Charcoalblue aims to provide a service that does not discriminate against its clients and customers and works to ensure all can access the services and goods supplied by the company. We believe that all employees and clients are entitled to be treated with respect and dignity.