PA and Operations Manager

PA & Operations Manager (Maternity Cover)4-month Fixed-Term Contract with the potential to become permanentLondon-based, hybrid workingSalary up to £50K + benefitsThe AgencyOur client is a global event production, brand experience and creative studio specialising in fashion, beauty, fine jewellery, luxury and entertainment. With a global presence spanning the vibrant landscapes of London and the electrifying pulse of New York, they have elevated the art of crafting captivating environments and unforgettable experiences to a breathtaking crescendo.Our client isn't just an agency; it's the epicentre of innovation, where dreams metamorphose into extraordinary realities, and where the mundane is transformed into the magical.Key portfolio clients include Charlotte Tilbury, La Mer, Graff Diamonds, Bottega Veneta, Fenty Beauty, Bumble, Lulu Guinness, Marriott Luxury Hotel Group, and Kate Spade NY.Who are we looking for?An experienced Studio / Operations Manager with + 7 years of experience, ideally within busy agency operations or within a busy creative studio, to join the management teamYou are super organised, a logistical and practical thinker with a love for administrative systems, finance and operationsConcerned with detail with immaculate written communication skills and highly literateYou have an interest and understanding of culture, design and creativity – events would also be a bonusYou have a flexible and entrepreneurial spirit with excitement to be a part of a growing, ambitious boutique companyAn ability to quickly grasp systems and ways of working and be able to hold a clear overview of the bigger pictureYou have strong financial acumen, precision with budgets and numbersYou enjoy motivating and mentoring others and are a collaborative workerDemonstrate strong leadership skills through warmth, collaboration, patience and listening, fostering a positive team climate that inspires others to excel and deliver. Roles & ResponsibilitiesOverview This role is the lynchpin of the company; taking responsibility for the smooth day-to-day operations of the business and providing counsel and support to team members and the FounderManage and maintain day-to-day operations, running of the studio, facilities, contracts, finance and compliance of the business-related adminPA assistance with the Founder's diary management and travel across multiple time zonesYou will implement and advise on company decisions and create positive change whilst keeping operations running like clockworkBe the catalyst for efficient ways of working and creating and maintaining systems and processes plus ensuring current company policies are adhered to.Maintain an upbeat culture where staff can achieve their personal goals and collectively create outstanding work FinanceRetain an overview of project budgets, liaising with producers and the finance team, ensuring project cash flow is in line with company finances, client invoices are sent on time and updating financial forecasts as requiredWork with the Finance Manager and company accountants regarding purchase orders, payroll, overtime and staff expensesContracts & LegalManage the company’s legal and statutory requirements and submissionsMonitor and update contract templates for clients, freelancers and suppliers, ensuring they are relevant, fit for purpose and legally compliantPrepare SoW for clients, tracking agreed dates and deadlines are adhered to by Clients & ProducersPrepare contracts and NDAs where required, ensuring documents are tracked, filed and adhered toWork with project leads to ensure that adequate best practice policies are in place and adhered toEnsure that there is adequate H&S and insurance cover for all areas of the company’s activities Recruitment & HRRun the HR division of the company across the core functions; recruitment and selection, employee relations, performance and reward management and learning and developmentConduct on-boarding of all new staff (FT & FL) and manage the full employment life-cycleWorkflow management - ensuring all projects and pitches are covered for key staff rolesProvide clear advice and direction for staff on all employment-related mattersCoordinate appraisals and performance management with Founder & Event DirectorsManage a database of exceptional talent, freelancers, collaborators and contractorsWork to streamline and automate processes and administration tasksCollect, file and analyse HR dataEnvironment & CultureLead with a people-first approach, encouraging a company culture that meets and exceeds our company values and ensuring a kind, fun and empathetic work environmentCoordination of staff social events/birthdaysAble to empathise and are tactful and discreteEssential ExperienceAt least 7+ years’ experience working in creative management in agency environments with luxury, high-profile clientsHave experience in operations management and related administrationAble to make sound decisions, working with caution to communicate delicate issues with tactExperience in detailed financial managementUnderstanding of contract, employment and H&S requirementsHighly organised with exceptional administrative skillsCalm, tolerant and empathetic in natureExceptional problem-solving skills and ability to make quick, informed, operational decisionsHigh level of self-motivation, discretion, diligence and attention to detailStrong business acumen and creative intelligenceInterested? Please apply today!By sharing your personal information and recruitment information, you agree to BeFound retaining and processing your personal details for the purposes of providing you with recruitment services. We will use the personal information to consider your application for the relevant role and only share with third parties for recruitment purposes where appropriate.We will not request any information that is not required for our business needs. Your privacy is important to us and your information will be processed and secured in accordance with legislative requirements.As a recruitment agency, BeFound embraces diversity and inclusion and have a business responsibility to represent everyone in our network in a fair manner. We actively endeavour to widen our candidate pool and ensure that all decisions about the recruitment and selection of candidates are impartial and based on merit and abilities to perform the relevant duties as required for the positions we recruit for.