Job Vacancy: Executive Assistant at Together Films

Job Title: Executive Assistant (Part Time / Flexible)

Job Description

Accountable to: Sarah Mosses (Founder & CEO)

Salary: Consummate with experience

Hours: Initially 15 hrs per week (3 hrs per day), with possible increase in June 2019.

Location: Huckletree, Mediaworks, 191 Wood Lane, W12 7FP // We promote flexible working, and this role can be done virtually up to 3 days per week if that is better for the candidate.

Term: Part Time Employment, with 2 month probation period.

Start Date: ASAP - No later than Mon 18th Mar 2019

Application Deadline: 5pm Fri 8th Mar 2019

About Together Films

Together Films is a Marketing, Distribution and Data company based in London. We believe that a film doesn’t exist until an audiences has seen it. Our vision is a creator sector driven by collaboration, transparency and insight to ensure great work gets seen.

We manage a slate of Marketing & Distribution Campaigns each year, which are guided by our method of Impact Distribution Strategy. This combines liaising with a range of partners to book non-theatrical screening events, running digital marketing campaigns and releasing full service distribution campaigns covering all rights in the UK, Europe and US.

Previous clients have included the Oscar Shortlisted Unrest (Sundance 2017) & The Hunting Ground (Sundance 2015), The Tale (Sundance 2018), DOC NYC Film Festival (NYC 2018) & Patagonia’s Blue Heart.

Our projects for 2019 include the US theatrical release of Roll Red Roll, Patagonia’s latest feature Artifishal and marketing the Human Rights Watch Film Festival in London & NYC.

We are currently developing a range of technology products to bring clarity to the business of film. Recently selected for the Mayor’s International Business Growth Programme, we are under a period of both financial and international growth.

You will be joining a passionate team of data driven audience experts to ensure that Together Films achieves its strategic objectives. Together Films prides itself on delivering value for our clients, whilst pushing for innovation within the sector. It is therefore an exciting time to be joining the company.

The Role

This new role comes at a crucial time of growth for Together Films. Your main objective is to support our Founder & CEO to ensure our strategic investment, business development and technological objectives are delivered. The Executive Assistant is responsible for supporting all day-to-day activities undertaken by our CEO providing full and confidential administrative and personal assistance as required. This includes comprehensive and complex diary management, and the preparation of reports and presentations for a variety of stakeholders. Given the demands of her schedule, including frequent international travel, we require someone who is able to work autonomously and flexibly.

Key responsibilities will include:

  • To manage the CEOs schedule including coordinating internal and external meetings.

  • To coordinate travel agendas and arrangements, creating highly detailed travel itineraries and visa applications (where appropriate)

  • To collect receipts and complete and submit all expenses of the CEO (and other staff when required) to ensure timely reconciliation of all expenses. The role requires using the Xero accounting software (for which we can provide training upon selection).

  • To apply intelligent and analytic thought to the preparation of presentation materials and board presentations (including video, music, web content where required).

  • To liaise with other Together Films staff to ensure regular and consistent communication over company deliverables. Ensuring that the CEO has an accurate ‘Birds Eye View’ of key project status each week.

  • To liaise with Together Films clients and stakeholders when requested to ensure timely updates on project delivery and company wide announcements periodically.

  • To compile agenda points for the weekly meeting (every Friday afternoon), and detail agenda points in our project management system (Asana) to ensure timely action on each discussed area.

  • To review budgetary documents and support the regular updates to project and company budgets.

  • To manage incoming correspondence and enquiries, including a high volume of emails to ensure a timely response to all parties.

  • To support the CEO in managing the Business Development pipeline, ensuring contracts are received on time and payment terms are adhered to.

  • To organise and maintain the GDrive filing system to ensure all staff and external stakeholders have access to the right documents at all times.

  • To organise and monitor the Together Films CRM (Customer Relationship Management) system to ensure contacts are kept up to date. (Prior experience on this area preferred, but training can be provided upon selection).

  • Draft communication and marketing text for a variety of company announcements.

  • To provide ad hoc administration and project support on a varied basis dependent on the needs of the wider team throughout the year. This may include research tasks, audience engagement activities, event management support depending on the client brief.

  • To provide ad hoc personal support to the CEO on minimal non-work related activities where required.

  • To promote and support diversity and inclusion in all activities.

We are looking for someone with the following attributes:

  • GCSE Maths & English

  • Demonstrable Executive / Personal Assistant experience. We are seeking a committed individual who is a systems / process powerhouse. This is not a creative role, but your detail oriented work will ensure the wider team can deliver the impressive creative output for our partners.

  • With strong administrative skills, you will have an accurate attention to detail, using a methodical approach to ensure all aspects of a task or project are anticipated and dealt with.

  • Excellent organisational, analytical and administrative skills.

  • Exceptional attention to detail

  • Positive and enthusiastic attitude to work, you see the value in your work and how you empower the rest of the team by keeping things in order

  • Tact and diplomacy, especially around client communication, and self confidence to deal with senior stakeholders on a frequent basis.

  • The ability to multi-task, prioritise and be flexible to ensure all company deadlines are kept. This includes keeping the CEO in line on critical deliverable milestones.

  • Resilient and resourceful - must be able to work effectively with minimum supervision, and anticipate needs ahead of time.

  • Good communication skills with the ability to deal effectively with people at all levels

  • An interest in film and television is desirable, but this can be from a consumer perspective, not necessarily a prior corporate position.

  • Experience working in a small business environment, where everyone has a vital role to completion. We are all hands on deck, and have to be adaptive to switch between projects at a pace.

  • Excellent working knowledge of Google Sheets; Microsoft Word & Excel and Mac Keynote. Ideally have used the following programmes: Slack (Communication), Asana (Project Management) and Xero (Accounting). You will have some proficiency using database systems in the past. Training will be provided on all systems, but we need to know that you are process oriented.

  • Experience of financial reporting and expenses management, ideally using Xero accounting software.

  • You are passionate about your role, want to have fun at work whilst delivering great results, and enjoy the closeness of a small team environment.

  • We would actively encourage applications from people returning from maternity leave, and looking for a flexible/part time role.

What we can offer you

  • Fun and friendly team who are passionate about what we do

  • Great working environment in our sunny co-working space in the new White City development in West London.

  • Weekly office drinks every Thursday evening

  • The ability to work with award winning talent, who have premiered at the top tier festivals.

  • Frequent invitations to film screenings and events (to immerse yourself in the sector)

  • Team meetings at Soho House - with the rooftop pool at White City…

  • We value personal growth and development, and want you to thrive as the company grows.

  • Learning and Development budget for you to use as you need, on courses, screenings, film festivals that you think will improve your abilities to deliver your role. Optional drop-in events programme, hosted with-in our office space; which includes training on digital advertising, funding and growth; as well as guided meditations and mindfulness.

 Interviews will take place periodically up until Fri 15th Mar as we receive applications.

Start date is Mon 18th Mar at the latest (if you have a notice period that would push this back, please advise when submitting your application).

For any questions about the role please email with the email subject heading “Executive Assistant”.