Based from the Reception desk, this is an all-encompassing role providing administrative assistance to all departments throughout the studio as well as being Front of House. The role provides support to the Facilities, People and Finance teams as well as other departments on an ad-hoc basis. Being Front of House for all visitors and callers to ILM London, the role is responsible for presenting the Company in a professional, warm and polite manner at all times.
Primary Responsibilities and Accountabilities
Based at the Reception desk, greet visitors in a polite, friendly and professional way ensuring details are recorded accurately, the person they are visiting is contacted immediately and they are made to feel comfortable and welcome whilst in the reception. Proactively follow up with the person they are visiting if the visitor is left waiting for more than 5 minutes and provide an ETA of when the visitor will be received.
Operate the switchboard greeting all callers in a polite, friendly and professional way asking for their name, company and reason for calling to ensure they are passed onto the relevant person in an efficient way. Act as a gatekeeper to all calls proactively screening to the best of your ability to ensure that managers/employees are not pestered by bogus callers. When in doubt seek guidance from Operations Manager.
Take ownership of the Reception area ensuring that it is kept clean and tidy, guests cups are cleared away, magazines are kept up to date, Reception seating is kept tidy and that a high standard of cleanliness and tidiness greets all visitors to the Studio. Liaise with the Facilities team to assist in doing this.
Manage the visitor NDA process ensuring that all visitors complete the correct NDA appropriate to the purpose of their visit. Store NDAs in file ensuring they are retrievable if ever there was a breach in confidentiality relating to ILMs Intellectual Property.
Manage the daily post deliveries and collections – sort and email employees of post to be collected. Receive post from the Studio and liaise with the Runners to take the post to the Post Office each afternoon.
Act as the Studio’s main point of contact for all international deliveries and shipment, e.g. when receiving corporate gifts for employees managing distribution and preparing Customs and Excise letters for shipping equipment overseas, working with production for sign-off.
Facilitate the agenda for the weekly Operations meeting confirming attendance each week.
Manage the crew gear orders for the Studio – liaising with contacts from the US, send out the list of items for people to order, manage the cashflow of items ordered being accurate with calculating change due, and manage the distribution of the items when they arrive for employees to collect. Closely liaise with Finance on this.
Manage the meeting room bookings as a meeting room calendar superuser – assist employees when trying to book meetings and provide advice on how to set up Lifesize video-conferencing etc. Rearrange meeting room bookings according to type of meeting, who attending to achieve high and efficient utilisation of all rooms.
Coordinate travel bookings for the studio (except Executive team) through Disney Travel organising ESTAs as appropriate. Track all travel costs and retain receipts to provide to Finance as requested.
Liaising closely with the HR team, arrange serviced apartment accommodation through the Company’s supplier Go Native for international assignments for employees coming to the London studio
Compile expense reports for employees as necessary.
Manage petty cash with 100% accuracy, ensuring all receipts are retained and accurately logged and provided to Finance on a weekly basis.
Provide support to the Training department by managing the Speaker Series schedule and undertaking all related desk-based administrative duties; including booking speakers, managing speakers expenses, seeking permission to record event, arranging the recording and uploading of videos, internally advertising the event and managing the registrations process.
Provide support to the Training department by booking rooms and equipment for all training classes, managing the registration process and sending out and collating evaluation forms as necessary.
Manage the bookings of external venues for Company meetings and screenings ensuring all necessary AV equipment is provided by the venue, liaising with Facilities Manager/Coordinator to visit the venue and get their sign that the venue is fit for ILMs requirements. Proactively seek out new external venues and arrange contracts for signature.
Be the main conduit for seeking Commercial Contracts approvals by liaising with the relevant manager requiring the contract, Disney Legal counsel and seeking sign-off by the EIC, keeping the relevant manager updated throughout the process and seeking a quick turnaround of the contract being signed-off and approved.
Undertake ad-hoc purchasing tasks liaising with Facilities / Finance / Operations team as necessary, e.g. studio promotional merchandise
Pro-actively get involved in studio social events undertaking desk based administrative tasks as necessary.
Provide ad-hoc administration support to all departments as required.
Be a touchstone for all London employees within the building offering support and guidance on an array of issues, escalating or forwarding onto relevant person, but proactively seeking to help resolve queries.
Key Peers or Relationships
Facilities Team, Operations Team, Finance Team – all employees
Education / Experience:
Educated to degree level or equivalent work experience
Strong previous administrative experience within a fast-paced, creative industry delivering high levels of service
Experience of working on Reception (switchboard)
Required Skills / Competencies:
Strong team player
Warm, friendly and polite approach to all visitors and callers to the studio
High levels of self-organisation and proactivity, particularly during times of high workload and ambiguity
High levels of self-motivation as will often need to get work donw with little supervision
Able to instinctively read the needs of the Studio so can effectively use own initiative
Ability to manage time effectively and prioritise tasks
High degree of common sense and practicality
Excellent verbal and written communication skills
Highly numerical – able to manage petty cash and provide 100% accurate petty cash reports weekly
Outwardly demonstrates a positive, helpful and ‘can do’ attitude to work, always embracing tasks with an enthusiasm and drive to get things done
Demonstrates a sense of urgency and pace, e.g. answers phone quickly, gets visitors to their contacts at studio quickly
Ability to manage and thrive within an ambiguous environment
High levels of accuracy and attention to detail when under pressure
Able to build a strong rapport with employees at all levels
Must be trustworthy and have a flexible and professional disposition
Preferred Skills / Competencies:
Experience of working within a US organisation beneficial
Experience of project management beneficial
Highly computer literate. Must be proficient in MS Word, Excel, Power Point, Visio, Outlook.