Team Assistant - Global Events Team - BBC Studios

ABOUT BBC STUDIOS

BBC Studios is a world-renowned content studio and channels & streaming business, powered by British creativity, with a reach that touches audiences in every corner of the globe.

We work with outstanding creative talent who are responsible for platform-defining shows from Strictly Come Dancing to Bluey, Prehistoric Planet to Planet Earth III.

The range and quality of our content is unsurpassed, creating critical and commercial successes and global phenomena.

From BAFTAs to RTS Awards, BBC Studios is Britain’s most awarded production company and the only producer with three of the top ten shows on IMDB; we’re the home of bbc.com, the widest-read English language news website in the world; and the UK’s largest distributor of British content.

BBC Studios Global Events Team

The BBC Studios Events team is a central function within the Communications department, working with various departments across BBC Studios. We are seeking a dynamic Team Assistant to join our busy team. Our team prides itself on being the go to in-house team for all event management needs, ensuring every aspect is carefully considered and executed to the highest standards whilst always keeping our core values of trust, commitment, and can-do attitude at the forefront of our work.

Recently awarded the ‘Best in-house Team of the Year Award’ at the ICE Awards, we are 12 event professionals with the support of our trusted network of freelancers and industry partners. Our team consists of event managers, producers, co-ordinators and freelance experts, all with years of experience in the industry. We specialise in corporate events, content launches, conferences, exhibitions, hospitality, press moments for brands and virtual events supporting business and consumer facing initiatives. Our expertise allows us to create awe-inspiring experiences for well-known and much loved global brands, such as Doctor Who, BBC Earth, Bluey, Top Gear, our recent events include Planet Earth III Launch, Bluey Big Play Gala, BBCS Showcase & Doctor Who x Toshiba Fan Event. In previous years we have supported BBC Studios Productions Events Team at The Earthshot Prize Awards and Kings Coronation Concert.

THE ROLE

We are looking for a Team Assistant to support our in house team services and processes. Primarily working with the Head of Events and Senior Events Manager, Operations, we are looking for an organised, detail orientated team assistant to support a busy and dynamic team. The role provides seamless operational and administrative support, this generally involves a requirement to show initiative and provide a high level of service whilst following clearly defined processes and managing information/data.

Main responsibilities:

• Following clearly defined processes and in line with defined SLAs provide efficient administrative assistance to team/function.
• Provide accurate and timely responses and communication, responding to queries and requests as appropriate.
• Supports with team budget management, tracking spend and department recharges, compiling and maintaining good housekeeping of finance documents.
• Diary management, including travel coordination + expense management, booking travel and meeting rooms,.
• Administrate team housekeeping, including timesheets, event calendars, planning documents, accurately record annual leave requests, taking meeting minutes, ordering supplies, etc.
• Accurately maintain filing systems, ensuring confidentiality and following auditing processes.
• Providing management information including preparing statistics and documents to support monthly and annual reporting for the team to senior management.
• Use business support systems, enter data and produce good quality management information reports, as requested.
• Respond to mail, scan/record as required, prepare correspondence and send using appropriate means to complete processes in an accurate and timely fashion.
• Responsible for raising new starter requests, and inducting new team members and freelancers. Coordinating team IT requests, user administration, systems access and record keeping. Working with the lead asset manager to ensure those who are joining, moving, or leaving the department are equipped appropriately.
• Ad hoc administrative duties as required for events and colleagues including preparing NDAs, raising PO’s and emergency payments, coordinating meetings etc. where required.
• Work in partnership with colleagues and respond to queries via all forms of communication based on readily-available data and understanding of policy and process to deliver assistance to required standards.
• Ensure that administrative processes are undertaken in line with policy.

• Relevant office experience demonstrating a range of administrative skills, including good telephone manner.
• Ability to use standard procedures and common sense to solve problems.
• Able to handle, resolve and escalate enquiries passing on relevant information promptly.
• Able to communicate effectively verbally and in writing.
• Ability to build and maintain effective working relationships and operate successfully in a team.
• Good attention to detail and able to ensure facts are correct, complete and consistent.
• Proficient computer skills with the aptitude to learn how to use required software, e.g. Monday.com, Microsoft Office suite, Microsoft Teams, SAP.
• Passion and interest for events.
• An advocate of BBC values.
• Support the effective running of meetings including organizing, minute meetings, and tracking actions.
• Resilient and able to high standards – particularly when under pressure and responding quickly to changing or conflicting priorities.

• Media sector experience.
• Relevant business administration qualification.