Job Description

You must complete the application pack that can be found at:

https://www.casarotto.co.uk/executive-assistant-to-head-of-theatre

Job Title: Executive Assistant to Head of Theatre

This job description is a guide to the nature of the work required by the Executive Assistant and the post holder may be required to undertake other duties appropriate to the nature of the post as agreed with their Manager.

Overall description of the role

As executive assistant to Head of Theatre, Mel Kenyon, broadly speaking, you will be responsible for managing her busy diary on a day to day basis , liaising with producers and clients on her behalf, tracking contractual negotiations, and being across payments for the clients. You will need to be highly organised and able to multi-task. An interest in theatre and/or willingness to learn about it, the key players and the theatre world in general would be advantageous.

Main duties / Key responsibilities:

General PA duties: managing Mel's diary including all personal commitments as needed as well as booking complex meetings and calls across time zones, keeping track of her to-do list and reading lists, managing and submitting Mel's expenses, ensuring emails and enquiries are seen and answered in a timely manner, arranging intricate travel (such as multi-leg trips, international itineraries which require coordinating visas, transportation, and accommodations), answering phone calls while gatekeeping and managing access to Mel internally and externally. Liaising with clients, setting up client meetings, handling their queries, and sending client samples as well as finding and checking the rights status for existing IP when requested. Handling client membership to guilds and royalty collection entities such as the WGA and ACLS including registering clients, submitting earnings and ensuring dues are paid by accounts. Updating the agency's website's client page, and the individual client biographies and CVs, as well as providing content for the agency's twitter page. Dealing with client contracts: issuing, sending out for signature, tracking, logging, scanning and archiving contracts when fully executed. Keeping all agency accounting systems up to date; includes creating and maintaining client deal slips to track deals and chasing all client payments on the agency system as well as liaising with client accountants when required, for example in regard to foreign tax forms. Collating and communicating relevant industry and client news, e.g. up and coming production news and reviews of client shows as well as researching lesser-known theatres and creatives for Mel and/or the department when needed General theatre department administration including organising the weekly meeting and managing the agenda, organising 'surgery' time (that is one-on-one problem solving time with Mel) , managing and maintaining show listings, updating the board pack and new client listings yearly, helping companywide communication such as communicating department issues to the relevant team members and helping department compliance of new systems or policies, organising department social events when needed such as leaving drinks or Christmas social. Keeping a thorough record of directors' and designers' professional commitments for diary overview and assisting when needed with international engagements that require flight arrangements and visas etc. Training for the negotiation and administration of simple agreements for the agent's clients (always under the supervision of a senior agent). Liaising closely with a senior agent to assist in the handling of more complex agreements.
Requirements

A minimum of five years' experience in the assisting a high-level executive. Highly computer literate, with knowledge of Microsoft Office programs.

PERSON SPECIFICATION

Essential skills

Exceptional attention to detail The ability to multitask and work well under pressure Excellent organisational and forward-planning skills Dynamic positive approach and receptiveness Excellent interpersonal skills Excellent time keeping Proactive Computer literate, with accurate and fast typing speed Excellent communication skills and confident telephone manner Discretion and confidentiality Able to react and respond quickly to new information or instructions Ability to work closely with Mel and with all your other colleagues: team work is essential
Desirable skills

Knowledge of, and interest in, the theatre industry or a desire to learn Some contractual experience desirable though training will be provided
Casarotto Ramsay strives to support a creative industry that reflects and celebrates the diversity of our community, especially in supporting equal opportunities for our clients and colleagues regardless of gender, race, socio-economic background, age, disability, sexual orientation and national origin. As such we are making a concerted effort to foster an inclusive workplace culture and welcome applications from anyone with the skills and drive to support new, exciting work.

TERMS AND CONDITIONS

Hours: 37.5 hours per week, plus a 1 hour unpaid daily break usually 10am - 6.30pm Monday - Friday, based at our offices in London.

Due to the nature of this role some evening work will be required, and you may be asked to work additional hours from time to time.

Contract: Full time permanent, subject to 3 months' probationary period.

Starting Salary: c. 37,500 per annum, depending on experience.

Annual Leave 20 days per annum, plus bank holidays, plus a 2 week Christmas closure rising after 3 and 10 years' service.

Location Primarily based at the Casarotto Ramsay office in London, with the possibility of some remote working.

Pension:The company will match the contribution of the employee to a maximum of 5%

Other Benefits:

Tickets to client productions. Interest free cycle to work scheme, subsidised gym membership. Private health insurance after two years' service. Travel insurance after two years' service. Non-contractual company bonus scheme.
Closing date: 3 August 2025

Job Types: Full-time, Permanent

Pay: From 37,500.00 per year

Additional pay:

Bonus scheme Yearly bonus
Benefits:

Company pension Cycle to work scheme Free flu jabs Sick pay Work from home
Schedule:

Monday to Friday No weekends
Experience:

assisting a high-level executive: 5 years (preferred)
Work Location: In person

Application deadline: 13/07/2025
Expected start date: 08/09/2025