Job Description 9 Story Distribution (9SDIL), an industry leading creator, producer and distributor of award-winning animated and live action content for young audiences globally, is seeking a Team Assistant at our Dublin Studio for a 12 month, fixed term contract.
About the Role:
Our next Team Assistant (Distribution) will act as key assistant and administrator for the SVP Distributions and Acquisitions while also supporting the DIL team onsite in Dublin and elsewhere as required.
This role reports into the SVP Distribution and Acquisitions.
Key Responsibilities:
1. Managing all forms of incoming mail, including email. Replying, taking action, filing and forwarding where appropriate.
2. Managing diary and time, setting up meetings, visits, scheduling work in accordance with various commitments.
3. First point of contact whilst managers are away on business.
4. To create and circulate agendas and minute meetings as required and to pro-actively follow through action points from such meetings.
5. To make travel arrangements and hotel bookings and create accurate and comprehensive itineraries in a timely manner.
6. To fill in and submit expense forms and invoices to deadlines, and track reimbursements.
7. Collation and provision of materials & assets for meetings and trips as required, including screening links and presentations or decks / creation of Power Point presentations as/when required.
8. Preparation and collation of meeting notes & travel packs for VP BD & A for all trade fairs, conferences and trips.
9. Assist in follow up to clients, with provision of marketing assets or information.
10. Assist with research as/when required.
11. Electronic and paper filing and document tracking.
12. Regular and timely updating of various internal trackers and spreadsheets.
13. General organization to ensure the smooth running of the Dublin distribution office (e.g. stationery orders, office equipment, recycling, product orders for giveaways, maintaining a tidy office etc).
14. To assist with and track the flow of deal memos, forecasts, and general internal correspondence which need signature/approval or are deadline sensitive.
15. Updating internal distribution and acquisition trackers for the team as required.
16. Updating the pitch tracker for new IP’s, scheduling meetings and monitoring feedback and send weekly status updates to VP.
17. Being the Dublin point of contact for the distribution team for all internal/external queries in the absence of any team member.
18. Managing and tracking travel and expense budgets.
19. Setting up conference calls & Google hangouts and managing incoming email requests, using initiative to identify alternative contacts where required.
20. Setting up meeting rooms, organising food and beverages and assisting with the preparation of agendas and the collation of relevant papers for meetings when necessary.
21. Tracking membership and subscriptions to various organisations and publications.
22. General filing and organizing paperwork in an efficient manner.
23. Assist with other projects as and when required.
Key Requirements:
1. Minimum of 2-4+ years’ experience in a similar position and environment is essential.
2. Exceptional organizational skills with an ability to work to, and implement own processes.
3. Extensive MS Office skills in Outlook, Word, PowerPoint and Excel and a high level of word processing accuracy.
4. Excellent telephone manner and strong communication skills.
5. High level of ability in letter composition and numerical ability.
6. Experience of working with senior level managers.
7. Ability to act on own initiative and strong problem-solving ability.
8. Attention to detail and ability to prioritise.
9. Enthusiasm and positivity and an eagerness to learn and develop.
10. Experience of working with international clients desirable.
11. Ability to deal with a busy, pressurised environment, where priorities can change quickly.
12. Understanding of the need for absolute confidentiality.
13. Background in the media industry desirable.
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