Executive Assistant

Playful Productions Playful Productions founded in 2010 by Matthew Byam Shaw, Nia Janis and Nick Salmon is one of the most eminent, independent theatre production companies in the West End. Recent and current producing and general management work includes Pride, Inter Alia, Wicked, Moulin Rouge! The Musical, MJ The Musical, Born with Teeth and The Fifth Step. We also have many plays and musicals in development and pre-production. We are one of the West End's largest employers and we are passionate about presenting high-quality shows to audiences across the UK and beyond. We are committed to a workplace culture that embraces equality, diversity and inclusion across all departments.

Overview

Provide dedicated and high-level executive and administrative support to Producer and Company Director Nia Janis across all aspects of her work at Playful Productions including the development, production and ongoing management of theatre productions in the West End, nationally and internationally. This role is pivotal in providing seamless executive support that enables Nia to manage the fast pace and heavy workload that her schedule demands. This is a highly trusted role requiring outstanding judgement, anticipation, organisation and relationship management.

Reports to - Nia Janis

Line Manager - Nia Janis and Head of People & Culture

Executive Support

• Provide exceptional day-to-day executive support across all areas of Nia's work.
• Function as a trusted gatekeeper, representative and deputy.
• Act as the first point of contact for matters relating to Nia, ensuring requests are appropriately managed and triaged and that deadlines are met.
• Make informed decisions on routine matters, knowing when to act independently and when to seek guidance.
• Be pre-emptive and several steps ahead at all times.
• Work at pace, supporting Nia's heavy, urgent workload.
• Manage highly confidential information with discretion and diplomacy.
• Coordinate internal sign-offs and approvals requiring Nia's input.
• Prepare agendas, briefing papers, research, presentations and meeting notes.
• Prepare, proofread and format documents and presentations to an exceptionally high standard with a strong attention to detail.
• Arrange meeting spaces, hospitality and technology requirements, and ensure guests are welcomed appropriately.
• Manage travel, accommodation, restaurants, hospitality, theatre tickets and logistics.
• Process expenses and invoices accurately and in accordance with company procedures.
• Attending meetings, rehearsals, performances and events as required.

Diary & Time Management

• Take full ownership and responsibility for an exceptionally busy diary.
• Forward plan weeks, months and production cycles ahead.
• Anticipate Nia's requirements and ensure she has the information, resources and preparation she needs.
• Understand the purpose and desired outcome of every meeting.
• Be agile, nimble and positive when approaching diary management.
• Maintain excellent relationships when plans change.
• Ensure meeting actions are communicated and actioned, disseminating information across the team on Nia's behalf.

Inbox & Communication

• Manage Nia's inbox proactively; flagging, folderising, deleting, archiving and drafting responses where appropriate. Identify priorities and ensure important correspondence never stalls.
• Brief Nia on key correspondence and recommend actions or responses where appropriate.
• Draft correspondence in Nia's tone and style where appropriate.
• Ensure communication flows smoothly between investors, creative teams and all external stakeholders.
• Take a pivotal role in communicating information across the Directors, Managing Director and Finance Director.
• Manage invitations, RSVPs and follow-up communications.
• Maintain accurate contact databases and filing systems.
• Answer and screen telephone calls, taking accurate messages and handling any general enquiries with the Playful team.

Production Knowledge & Support

• Develop and maintain an in-depth understanding of Playful's and Nia's slates of productions.
• Develop a comprehensive understanding of Playful's productions and key stakeholders in order to anticipate needs and provide seamless support.
• Understand the lifecycle of commercial theatre productions from development through to closure.
• Understand the requirements of key production milestones including readings, workshops, auditions, rehearsals, technical rehearsals, previews, press nights, running periods, recasts and closings.
• Anticipate production requirements before they become urgent.
• Maintain awareness of theatre industry developments, new productions and emerging talent.
• Work collaboratively across all Playful departments to support company-wide initiatives, events and production activity as required.
• Keep abreast of new talent in the industry, productions opening and general trends in the West End.

Stakeholder Relationships

• Represent Nia and Playful professionally at all times.
• Build trusted relationships with producers, general managers, company managers, theatre owners, investors, creative teams, agents, lawyers, marketing teams, press representatives and members of the Playful team.
• Become a reliable first point of contact for key external relationships.
• Coordinate gifts, hospitality and relationship-management activity for key stakeholders.

Digital & Social Media

• Manage Nia's professional social media accounts. Draft, schedule and coordinate content for social media accounts.
• Maintain biographies, proof the website and professional profiles.
• Respond to general enquiries from artists, agents, writers and other industry contacts on behalf of Nia where appropriate.

General

• Develop an in-depth understanding of Nia's working style, priorities and preferences to provide seamless support.
• Maintain an up-to-date understanding of Nia's wider activities, responsibilities and external commitments in order to provide proactive support.
• Provide excellent judgement when prioritising competing demands.
• Manage VIP invitations, guest lists and special events as required.
• Support the planning and delivery of press nights, readings, workshops, investor events, special projects, VIP visits and industry engagements.
• Take minutes and record actions at meetings where required.
• Coordinate couriers and ad hoc logistical arrangements where required.
• Embody Playful's values of Respect, Collaboration, Hard Work, High Standards, Success and Playfulness.
• Undertake other duties appropriate to the role.
• Provide ad hoc personal support as and when required.

Person Specification

• Essential Attributes Extensive experience supporting a senior executive/leader 1:1, ideally in commercial theatre, entertainment or a comparable fast-paced environment.
• Outstanding diary and inbox management.
• Exceptional organisational ability with meticulous attention to detail.
• Excellent written, verbal and interpersonal communication.
• Proven ability to manage upwards with confidence and tact.
• Naturally proactive with the ability to anticipate needs several steps ahead.
• Excellent stakeholder management and relationship-building skills.
• Demonstrable understanding of the commercial theatre industry, its stakeholders and production processes.
• Calm under pressure with excellent judgement.
• High levels of integrity and discretion.
• Advanced Microsoft Office and Google Workspace skills.
• Experience managing professional social media accounts.
• A genuine interest in building a long-term career in executive support within the creative industries.

Desirable Attributes

• Experience supporting a commercial theatre producer or senior creative leader.
• Knowledge of the West End, Broadway and commercial theatre producing.
• Experience of proof reading.
• Experience of liaising with artists.

Hours and Place of Work

• 09.00 - 19.00 Monday to Friday with one hour for lunch.
• The successful candidate will be expected to work flexibly, including occasional evenings and weekends, and to provide support outside standard office hours where operationally required.
• The Executive Assistant will be based in the Playful office and might also be expected to accompany Nia to meetings, events and rehearsals as required.

Annual Holiday 20 days' holiday during each holiday year, rising to 22 days after two years and 25 days after five years of service, in addition to Bank and Public Holidays.

Contract - Permanent.

Salary - Competitive and according to experience.

All applicants must be eligible to work in the UK.

This job description may be amended from time to time to reflect the evolving needs of Playful Productions and its production portfolio.