Job Description

Administrative Assistant
Boat Rocker Studios is an independent, integrated global entertainment company. Boat Rocker's purpose is to tell stories and build iconic brands across all genres and mediums. With offices around the world, Boat Rocker brings end-to-end creative expertise, robust business operations, and global franchise capabilities across Scripted, Unscripted, Documentary, and Kids and Family content. Its services span production, distribution, and brand & franchise management. In partnership with Industrial Brothers, Boat Rocker develops, produces, and exploits Industrial Brothers' innovative and original animated series' for preschool and family audiences. A selection of Boat Rocker's projects includes Invasion (Apple TV+), Palm Royale (Apple TV+), Video Nasty (BBC Northern Ireland, BBC Three, Virgin Media One, WDR), This Is the Tom Green Documentary (Prime Video), Orphan Black: Echoes (AMC), American Rust: Broken Justice (Prime Video), Beacon 23 (MGM+), Pretty Baby: Brooke Shields (Hulu), Downey's Dream Cars (Max), BS High (HBO), Orphan Black (BBC AMERICA, CTV Sci-Fi Channel), Billie Eilish: The World's a Little Blurry (Apple TV+), The Next Step (BBC, Corus, CBC), Daniel Spellbound (Netflix), Dino Ranch (Disney+, Disney Junior, CBC), and Dino Ranch: Island Explorers (Amazon Kids+, CBC, Warner Bros. Discovery EMEA).
The Role:
Are you a master of multitasking with a knack for keeping things running smoothly behind the scenes? We're looking for a dynamic Administrative Assistant to join our team and be the go-to person to join our UK Office!
In this fast-paced and varied role, you'll manage calendars across time zones, coordinate travel and meetings, and keep everything organized--from expense reports to trade fair logistics. You'll be the friendly face that greets guests, the problem-solver who keeps tech and supplies in check, and the behind-the-scenes hero who helps make events and office life run like clockwork.
If you love variety, thrive on staying one step ahead, and enjoy being at the heart of a buzzing team, this could be the perfect fit!
KEY RESPONSIBILITIES
Administrative

• Be the first point of reference for all guests, coworkers, couriers, service providers, vendors and incoming calls as needed
• Liaise with building manager on any matters regarding the office space
• Order kitchen, office supplies, and lunches from vendors
• Organizing files, records, documents and incoming and outgoing mail
• Be the first point of contact with IT and assist as needed to ensure equipment is working properly
• Ensure, fire, health and safety requirements are maintained
• Coordinate office social events throughout the year
• Coordinate and manage travel logistics for the UK office
• Data entry for various departments as needed
• Other duties as required by Management

Executive Assistant

• Scheduling and calendar management across multiple time zones for various senior leaders
• Complete expense reports for the UK office
• Prioritize internal and external meeting requests, schedule meetings, trouble shoot conflicts, make judgements and recommendations to ensure a smooth-running day
• Work closely with senior leaders to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate needs in advance of meetings, conferences, etc. Work ahead on schedule management to ensure conflicts don't arise
• Manage diary management for Trade Fairs including MIPCOM working with multiple executives on logistically complicated schedules. Necessary to understand the importance of certain clients and tricky scheduling requirements
• Arrange and handle logistics for in-person and virtual meetings and conference calls; distributing material in advance of meetings; taking notes in meetings, as required

Events (Seasonal)

• Keen interest in supporting the business with events and being a key representative at events, both internal and external events
• Works with the Sales team to boost engagement at external events and increase attendance of participants to visit the company's booth at trade shows
• Primary point of contact for welcoming guests during internal and external events
• Prepare and assist with Brands Team mail outs for competition winners and influencers
• Supporting licensee events, updating marketing materials
• Package and ship sales materials, catalogues, business cards, and supplies for markets and conferences
• Travel to events in Europe as required

Legal

• Help collect required documents from licensees (e.g. insurance certificates, manufacturers agreements, trademark licenses) for various departments.
• Co-ordinate execution, circulation and filing of all Rights contracts.
• Arrange for documents to be notarized and legalized as necessary.
• General administrative duties as required by the legal team.

QUALIFICATIONS

• 1+ years of administrative assistant experience with an eye for detail.
• Have a genuinely strong interest in TV programming and schedules both in the UK and international. Previous experience working in a TV environment would definitely be advantageous
• Self starter, highly organized, with strong interpersonal skills.
• Professional demeanor and confident to liaise with various internal and external stakeholders at all levels.
• Ability to cope with high workload and ability to prioritize.
• Heavy experience in booking meetings, managing time zones, and maintaining heavy complex calendars.
• Ability to conduct thorough research using multiple sources, ensuring accuracy and interpret information from various sources.
• Approach challenges with curiosity and a proactive attitude.
• Ability to perform multiple tasks in an environment with dynamic priorities.
• Discretion, maintaining complete confidentiality.
• Proven problem-solving skills.
• Strong sense of urgency to situations that require quick response or turnaround.
• Ability to switch priorities at a moment's notice.
• Highly proficient with MS Office suite of applications and general comfort with learning new software applications.
• Previous experience in entertainment/media sector or enthusiasm for the industry is considered an asset.

WHY BOAT ROCKER?

• You'll work with a team of passionate, creative and fun individuals who have a passion for storytelling
• Additional time off during the winter holidays
• In-person/remote hybrid work environment
• Opportunities to connect with teammates across the company both virtually and in-person through team-building events and activities

Boat Rocker is committed to hiring and supporting diverse candidates. We strongly encourage applications from people who identify as being part of an under-represented and equity-deserving group. This would include people who identify as racialized, Black, Indigenous, women, LGBTQ2SI+, and having a disability among others. We also recognize the importance of intersectional identities in our hiring and retention.
Boat Rocker Media is committed to providing an inclusive and accessible candidate experience. If you require accommodation during the recruitment and selection process, please let us know. We will work with you to meet your needs.

Skills Required