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Executive Assistant

Job description

Business unit: CEO’s Office

Responsible to: Senior Executive Assistant

Responsible for: N/A

Key internal contacts: Chief Executive, Senior Executive Assistant, Senior Management staff

Key external contacts: Theatre Guests and VIPs (including celebrities and HNWIs)

About Nimax Theatres

Owned by Nica Burns and Max Weitzenhoffer, Nimax Theatres is an entrepreneurial and innovative organisation that owns and operates six theatres in the heart of London’s West End – the Apollo, Duchess, Garrick, Lyric, Palace, and Vaudeville. Additionally, Nica Burns has built an exciting new flexible theatre located at the top of Charing Cross Road, @sohoplace, which has recently opened and has a close operational relationship with Nimax Theatres.

Our theatres currently have a combined capacity of 5,600 seats and, in addition to hosting some of the UK’s most critically acclaimed and successful plays and musicals, present a busy and varied programme of comedy, concerts and children’s theatre.

We are a unique, diverse, loyal team founded on respect. We are here to put on great shows that people want to come and see, and deliver a fantastic experience in beautiful buildings.

About the role

The Executive Assistant will support the Senior Executive Assistant in the busy Chief Executive’s office. This role will offer strong and extensive administrative support plus liaison on numerous projects including press nights and other events.

Key duties and responsibilities

• Provide support to the Senior EA in managing the CEO’s busy professional and personal life, including developing and maintaining up to date knowledge and understanding of the CEO’s activities and responsibilities in order to gate-keep and provide the best support possible
• Guest liaison, including supporting visits to Head Office, the six theatres and new theatre at Soho Place and building and maintaining good working relationships with key contacts
• Provide support/hospitality for HNWI connected with the company including investors, VIPs and key industry players
• Provide research reports and statistics as required by the CEO
• Book travel, accommodation, theatre tickets and all associated transport for CEO, Chairman and others
• Work alongside the Production office to manage press nights compiling invitations for new productions in collaboration with the CEO
• Manage company events including parties and attendance at award ceremonies
• Manage all aspects of the office, including stationery orders, printing and photocopying requirements
• Respond to (and direct) house seat requests and other enquiries
• Liaise with Senior Management and other staff at Head Office and across the Nimax Group as required
• Drafting, coordinating sign-off and sending correspondence on behalf of the CEO.
• Assisting in and/or creating correspondence in all forms, ensuring that these are prepared in a timely and professional manner; drafting emails/ letters, collating and binding scripts and documents, copy typing of notes.
• Briefing the CEO on letters and emails received, helping to manage and prioritise emails daily and reply to or refer any as directed.
• Answer and filter calls, taking accurate messages and deal with general enquiries.
• Demonstrate a high standard of professionalism at all times, including exercising total confidentiality, discretion and integrity

• Commit to professional development where required

• Accurately promote Nimax as and when appropriate.

This job description is not an exhaustive document but is a reflection of the current position and details may be changed from time to time. The post-holder will be required to carry out any other duties as may be reasonably requested consistent with their job title and status. The duties contained within this Job Description must be performed at all times within the Company’s stated guidelines and operational policies.

Person specification

Essential

• Experience in a similar role, preferably in the creative industries
• The ability to work evenings and weekends when required
• Exceptional written communication and interpersonal skills
• Meticulous eye for detail including in respect of the Chief Executive’s and other correspondence on a wide range of topics
• A proven ability to deal diplomatically, sensitively and discretely with confidential information,
• Experience in diary management
• The ability to organise work and prioritise effectively between multiple tasks and meet deadlines
• Ability to build and maintain strong relationships with both internal and external contacts
• Ability to work independently and as part of a team
• Excellent IT skills with the confident ability to troubleshoot common issues
• Experience taking and transcribing minutes
• Assured ability and extensive experience in drafting and editing documents

Desirable

• Educated to degree level
• Experience working in the creative industries
• Enjoys the theatre industry, including attending press nights and events

Nimax Theatres Limited is an equal opportunities employer. We value diversity and are committed to creating an inclusive environment for employees, job applicants and customers alike. We actively encourage job applications from all backgrounds.

To apply, please submit a CV and covering letter outlining your suitability for the role by the closing date of Monday 28th August 2023.