The Production Assistant & Office Coordinator is responsible for assisting in the running of events from concept to implementation by providing behind-the-scenes support. They must assist internal teams effectively and liaise with external suppliers to flawlessly deliver results against established objectives, timelines, and financial goals. The Event Assistant & Office Coordinator will ensure the smooth running of the office and building facilities. This position will work closely with the Head of Velvet Entertainment and the rest of the team to build the Velvet Entertainment arm within the Velvet Group. The ideal candidate will have impeccable organisational skills, attention to detail, excellent communication skills, thrive under pressure, and have a passion for event production.
Duties & Responsibilities
The Production Assistant & Office Coordinator shall:
Play a key role behind the scenes, focusing on administrative support, organisation of logistics, hiring of equipment and crew, invoicing and budgeting, as well as client service.
Follow department protocols for event production and execution of all elements.
Work with the office team, warehouse crew, and external vendors to ensure that all logistical needs for the events are understood and met.
Identify necessary vendor/partner support, then source and manage accordingly, ensuring that all elements are organised.
Responsible for invoicing and administrative support to the team.
Track budgets and costs throughout each project and communicate changes to all relevant parties.
Exhibit exceptional written and verbal communication skills with superb attention to detail.
On-going reconciliation of all project expenses, including ensuring vendor invoices are accurate and client invoices reflect all approved event expenses.
Provide solutions under high-pressure circumstances acting quickly to resolve problems as well as troubleshooting proactively before, during, and after the event.
Provide ongoing coordination and support to ensure the smooth running of the office and building facilities; liaise with Velvet Living’s Office Manager to drive synergies and cost savings across both divisions.
Skills and Requirements
The Production Assistant & Office Coordinator shall:
Have office-based administrative experience and have relevant industry (ideal but not mandatory) experience.
Well-developed organisational, project and time management skills as well as extremely strong organizational skills.
Strong eye for detail and with particular attention to delivering high-quality work.
Build solid and reciprocal relationships with key contacts and vendors.
Foster trust and open/honest communication with internal teams, clients, vendors, and partners.
Ability to meet tight deadlines and work well under pressure.
Strong verbal and written communication skills.
Ability to prioritise and manage multiple tasks/projects demonstrating flexibility and adaptability.
Ability to work independently without supervision, be self-directed and demonstrate initiative.
Ability to work collaboratively with others for whom you have no direct supervisory authority.
Excellent ability to establish rapport with others and ability to build strong interpersonal relationships.
Exhibit good judgment and decision-making skills.
Availability and willingness to work extended hours, including nights, weekends, holidays and be on-call as necessary.
Affinity with event production with knowledge across one or multiple technical disciplines.
Understand and support the mission and values of Velvet.
Knowledge of Microsoft Office software, including Outlook, Excel, Word and PPT, etc.
A valid UK driving licence is desirable but not compulsory.
Physical and Time Demands
The Production Assistant & Office Coordinator position requires:
This is dependent on the candidate. We are currently open to applicants looking to work upwards of 20 hours per week; we would also be interested in applicants looking for a full-time 40-hour-per-week position. There will be instances with periodic extended hours paid at overtime rates or recognised with time in lieu as per the company policy.
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