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We’re seeking a proactive, highly organised Executive Assistant to support the Technical Production Director in a fast-paced live events / production environment. This role is central to keeping the Director’s schedule, communications, and priorities running smoothly, while also providing wider administrative and coordination support across technical production projects.
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You’ll be trusted to handle sensitive information, anticipate needs, and act as a key conduit between the Director, internal teams, clients, and suppliers — enabling technical projects to move efficiently from planning through to delivery.
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Key Responsibilities
- Provide high-level day-to-day support to the Technical Production Director, managing priorities and ensuring they are fully briefed and prepared.
- Own complex diary management: scheduling meetings, site visits, rehearsal days, and project checkpoints across multiple timelines.
- Coordinate travel, accommodation, and logistics for the Director and wider technical leadership team when required.
- Act as a gatekeeper and first point of contact on behalf of the Director, handling calls, emails, and meeting requests professionally.
- Prepare agendas, take accurate meeting notes, track actions, and follow up to ensure outstanding items are closed out.
- Support the Director with project administration, including document control, deadlines, supplier info, and version management of key files.
- Collate and format technical documentation and presentations (e.g., schedules, status updates, pitch/tender materials).
- Liaise with internal departments (production, creative, finance, operations) to gather information and keep communication flowing.
- Maintain and update key trackers (project timelines, supplier databases, resource schedules, H&S documents, etc.).
- Assist with procurement and supplier coordination tasks, including PO raising, quote logging, and chasing confirmations.
- Handle confidential information discreetly, including client details, budgets, staffing, and commercial documentation.
- Provide on-site administrative support during live events where required, helping with schedules, crew comms, and real-time problem-solving.
- Identify opportunities to streamline processes, improve reporting, and increase efficiency within the Director’s workflow.
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