Executive Personal Assistant

Administrative ServicesPermanent - Full TimeNew York, US, 10036BBC Studios DistributionJob Closing Date: 01/05/2024THE ROLEBBC StudiosA global content company with bold British creativity at its heart, is a commercial subsidiary of the BBC Group, creatively and financially supporting the BBC, its partners, and the wider industry. We combine the strengths of the UK’s most awarded producer with a world-class distributor. Taking ideas from thought to screen and beyond, our activities range from content financing, development, production, through to global program sales, branded services, consumer products, live events, and ancillaries.Job PurposeTo provide a high-level of secretarial and administrative assistance to a Director (at Executive Team or equivalent level) on a one-to-one basis, acting as first point of contact and liaising extensively with internal and external stakeholders.Key Responsibilities and Accountabilities• Frequently liaise with senior level internal and external contacts, screening and prioritizing all forms of incoming communications, dealing with routine issues and coordinating more complex responses ensuring these are delivered in a timely and effective manner.• Manage and organize events and meetings, including the booking of venues, travel and accommodation, to ensure effective use of Director’s time.• Provides a comprehensive diary management service, including the management and scheduling of key calendar appointments ensuring effective management of the Director’s time.• An effective communicator with an understanding of the Director’s role, the job holder will act as the first point of contact to the Director handling complex and confidential situations and requests.• Create and maintain efficient and effective filing system, ensuring all documentation catalogued and organized using internal systems.• To undertake other duties appropriate to the post, including the collation and preparation of invoices, raising purchase orders, processing expenses, providing personal assistance to the Director.• Organises and prepares complex documents to a clear brief, requiring the integration of multiple office technology and software applications using formats and standard software.• Responsible for coordinating team IT requests, user administration, systems access and record keeping. Working with the lead asset manager to ensure those who are joining, moving or leaving the department are equipped appropriately with the right ITKnowledge, Skills, Training & Experience• Essential A successful record at senior personal assistant level. Excellent organization, diary management and planning skills.• Must be able to handle multiple and often conflicting requests calmly and effectively regularly reprioritizing own and Director’s workload to ensure business objectives are achieved.• Strong interpersonal skills with the ability to communicate effectively at all levels.• Significant tact and integrity is required to manage the sensitive nature of information that the role will involve.• Ability to develop strong working relationships with stakeholders at all levels of the organization and externally.• Strong computer skills, with demonstrable experience of office software packages (i.e. Word, Excel and PowerPoint).• Ability to use own initiative, be proactive and deal with specific queries as they arise.• High attention to detail and significant practical experience of gathering, reviewing and collating complex and confidential information.• Extensive diary management experience, especially at Director or equivalent level. Desirable Media sector experience. Relevant PA qualification.• Previous experience of operating as a PA at Board/Director level.Relationships• Frequently liaise with senior level internal and external contacts, screening and prioritizing all forms of incoming communications, dealing with routine issues and coordinating more complex responses ensuring these are delivered in a timely and effective manner.• Organize key team meetings including coordination and distribution of agendas, supporting documents, production and distribution of minutes, and follow-up on outstanding actions.Scope & Impact• Attending project meetings as requested, notetaking and preparing materials, and other project work as needed.• Create and maintain efficient and effective filing system, ensuring all documentation catalogued and organized using internal systems.• Provide comprehensive administrative and operational assistance to team using discretion to identify and resolve first line issues, referring to supervisor/manager for assistance as necessary.• Assess the range and volume of work to be undertaken for the day or days ahead and plan to ensure work is completed to time and to an appropriate standard.Behaviors• Ability to prioritize own workload effectively, to coordinate activities and conflicting demands to ensure that tight deadlines are met.• Ability to research, gather, analyze, collate, and present information as required.• Ability to use own initiative with minimal supervision and deal with routine queries as they arise, escalating to others as necessary.• Ability to develop strong working relationships with stakeholders at all levels of the organization and externally.• Self-starter with an entrepreneurial mind-set and determined, positive approach to achieve success while remaining calm in a high-pressure environment.• Significant tact and integrity, to manage the sensitive nature of information that the role will involve.• Reliable and enthusiastic with proven ability to work in a team environment.• Great sense of humor• Familiarity with BBC content or British television in general preferredBenefits and Perks• 100% Employer-Paid Medical and Dental Insurance (PPO plans)• Generous Paid Time Off• Flexible, Hybrid Working Arrangements• Work/life balance• Free Retirement Consulting to All Employees• Pet Insurance• Commuter Benefits• Gym ReimbursementCompensationThe anticipated annual base salary for this position is $120,000 to $130,000. The actual base salary offered depends on the qualifications of the individual applicant for the position, years of relevant experience, specific and unique skills, level of education attained, certifications or other professional licenses held, and geographic location of the position.About the BBCWe don’t focus simply on what we do – we also care how we do it. Our values and the way we behave are important to us. Please make sure you’ve read about our values and behaviors in the document attached below.Diversity matters at the BBC. We have a working environment where we value and respect every individual's unique contribution, enabling all of our employees to thrive and achieve their full potential.We want to attract the broadest range of talented people to be part of the BBC – whether that’s to contribute to our programming or our wide range of non-production roles. The more diverse our workforce is, the better able we are to respond to and reflect our audiences in all their diversity.We are committed to equality of opportunity and welcome applications from individuals, regardless of age, gender, ethnicity, disability, sexual orientation, gender identity, socio-economic background, religion and/or belief. We will consider flexible working requests for all roles unless operational requirements prevent otherwise.DISCLAIMERThis job description is a written statement of the essential characteristics of the job, with its principal accountabilities, incorporating a note of the skills, knowledge and experience required for a satisfactory level of performance. This is not intended to be a complete, detailed account of all aspects of the duties involved.