Operations and Personal Assistant

Location
Central London
Salary
Experience Based
Posted
05 Aug 2022
Closes
05 Sep 2022
Function
Administration
Contract Type
Permanent
Hours
Full Time

Reporting To

  • Head of Operations and EA
  • Founder and Photographer

Responsibilities

  • Support Head of Operations/EA in all David Sims Photography Ltd administrative tasks, including all areas of the business - Office, Operations and Production. Working closely with the Head of Operations/EA on the principle's personal/family responsibilities. Role requires discretion, flexibility and a strong work ethic. Main responsibilities listed below:

David Sims Photography Ltd Business

  • Point of contact for all internal and external requests, via all communication channels.
  • Responsible for all company running requests.
  • Supporting all departments with day to day problem solving.
  • Point of contact for daily London travel.
  • First point of contact for all operational requests, issues and annual maintenance visits.
  • Provide support to all teams to ensure the smooth running of jobs, special projects, ad-hoc projects, meetings, productions and events.
  • Responsible for ordering stationary, letter head and general supplies.
  • Managing office, staff and job calendars.
  • Responsible for tracking important industry dates and birthday’s; gifting on behalf of the director.
  • Maintaining up to date contact lists for the business via shared contacts and google sheets.
  • Record keeper of petty cash and responsible for assigned company cards, reporting to finance and full back up of receipts and expenditure.
  • Processing and tracking all invoices for purchases made.
  • Maintain effective online and physical filing systems.
  • Creating and maintaining David Sims Photography Ltd master operations spreadsheet/tracker.
  • Creating and updating the job spreadsheet and liaising with accounts to ensure correct billing.
  • Responsible for production kit, ensuring kit is complete before jobs and replenishing afterwards.
  • Work collaboratively with production, agency, photo and studio teams.
  • Assist Head of Operations with:
    • The directors business travel (accommodation, travel, cars, covid requirements, visas etc.)
    •  On set support when shooting in London
    •  Organisation of company events and parties
    • Creation of all ongoing project trackers to ensure objectives, deadlines and budgets are adhered to.
    • Company visa applications.
    • Non-sensitive HR administration

Family Personal

  • Point of contact for personal requests from the director, his partner and children.
  • Tracking important all family personal dates – birthdays, holidays, etc.
  • Organisation of all family personal events.
  • Responsible for booking all family personal appointment and reservations.
  • Updating personal calendars.
  • Managing personal databases, contacts, contracts and filing systems.
  • Creation and regular update of personal spreadsheets to ensure deadlines are met and budgets are adhered to (refurbishments, vehicle trackers, archive to barn etc.).
  • Tracking children’s school holidays.
  • Management of personal projects (refurbishments, moving, personal shoots etc.).
  • Assist Operations Manager with:
    • All domestic and international travel
    • Reviewing personal expenditure and reporting back to CFO and the principle.
    • The running of Cornwall and London properties.
    • Ensuring all personal bills and invoices are paid and filled efficiently
    • All legal and financial obligations including insurances, tax, vehicle management, utilities, school fees etc.

Required Experience and Skills

  • London based.
  • Genuine interest in succeeding in an administrative role within the fashion or creative industry.
  • Minimum 1-2 years administrative experience in fashion or creative industry.
  • Experience working or interning at the highest level of the industry.
  • Excellent written and verbal communication.
  • Proficient in both MAC and Windows, with good knowledge of Photoshop and Microsoft programs.
  • Capable to work under pressure, multitask while adhering to deadlines.
  • Highly organised, proactive, efficient and with a meticulous eye for detail.

*This role is not suitable to someone who would like to be a photographer or further their technical skills in photography. The role is office/administrative based within a creative studio*

 

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