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.
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.
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.
