Job Title: Executive Assistant

Salary / Hourly rate: £13.25 per hour / £25,837.50 annual based on 37.5 hour work week

Country: UK preferable

Location: Remote

About Rusty Quill

Rusty Quill (RQ) is a London-based, UK entertainment production company and podcast network. We specialise in creating original, free-to-consume content as well as offering third party production services, with the aim of providing an equal opportunity platform for new and interesting voices and talent. RQ Network currently receives in excess of 5,000,000 listens each month and according to recent industry metrics, we are currently the most successful independent audio drama podcast network in Europe.

About you and the role

We are looking for an Executive Assistant, reporting to our CEO to facilitate the smooth running of our leadership. They will provide organisation support to senior management including scheduling, correspondence, and meeting management whilst maintaining a strong working relationship with all departments. They will also take responsibility and ownership of digital remote office organisation, project management, deadline compliance, and important documents and files as we enter the mainstream media market and significantly scale-up our operations.

This role involves:

·        Logistical management including:

·        Diary management for various leadership members

·        Arranging internal and external meetings, Zoom and MS Teams calls

·        Coordinating with clients and their Assistants

·        Booking client lunches and dinner reservations when applicable

·        Email management including:

·        Daily Inbox management for CEO and CMO

·        Checking, prioritising and flagging emails on a daily basis

·        Responding to correspondence in their absence when instructed

·        Collating and presenting action points

·        Negotiation preparation including:

·        Providing CEO with required documentation

·        Researching individuals and corporate entities

·        Assembling primers on new contacts

·        Generating agendas, presentations and meetings papers

·        Day-to-day Travel preparations including:

·        Making public transport travel arrangements including itineraries and ticket purchasing etc.

·        Booking business travel arrangements including flights, transportation and accommodation

·        Coordinating with our events manager on first- and third-party events including:

·        Booking attendance at national and international events

·        Venue hires

·        Accommodations 

·        Transport

·        Catering

·        Basic financial assistance including:

·        Internal expense processing

·        Coordinating office supply purchases

·        Secretarial duties including:

·        Attending team meetings and taking minutes as required

·        Providing leadership agendas ahead of weekly meetings

·        Contacting the IT department on behalf of leadership when necessary

·        Helping to sustain our professional industry network, including:

·        Maintaining a current working knowledge of the industry

·        Attending industry events and networking on behalf of Rusty Quill where applicable

We are looking for someone who is:

·        Able to thrive in a fast-paced environment; with high levels of energy, tenacity and focus.

·        Adept at self-management and time management

·        Comfortable interacting with high-level executives and talent

·        Proficient in upwards management

·        Professionally experienced as an Executive Assistant, Senior Personal Assistant, or similar

·        Excellent written and verbal communicator

·        Regularly contactable via phone/email/instant message inside office hours and occasionally outside of normal office hours (within reason)

·        Is capable with Microsoft Office (especially Teams, Word, Power Point and Excel)

Helpful secondary qualities include:

·        Experience working for multiple execs simultaneously

·        Experience in the media industry

·        UK-based and able to attend events or important meetings in person

Person Specification

·        Highly Organised, self-disciplined and self-motivated

·        Able to work well in a distributed working environment with minimal oversight

·        A strong communicator

·        Familiar with our existing work and online communities

·        Comfortable with formal reporting where relevant

·        Comfortable engaging in “geek culture”

Benefits

You'll benefit from:

·        £13.25 PH (RQ operates a flat rate pay, all staff, execs and crew are on this hourly rate)

·        Flexible & remote working

·        Training and development via our internal “Rusty Quest” program

·        Paid Annual Leave

·        Diverse and friendly working environment

·        Our Health Assured Employee Assistance Programme (EAP)

Next steps

All you need to do is start the process by clicking on the yellow button on the top right.

You’ll answer some questions that are related to your day-to-day job. After the job closes, your answers will go through our sorting process: all answers will be anonymised, randomised and then reviewed by a panel of reviewers.

If you are shortlisted, we’ll invite you to a first round interview with a possible final interview round to follow. We will also provide written feedback at the end of the application process regardless of whether you are offered a position.