Executive Assistant & Studio Coordinator

We are looking for an Executive Assistant/Studio Coordinator to join our new Journey Abu Dhabi studio to support our MENA Managing Director. The successful candidate will play a key role in the business-critical coordination and administration of the executive’s time and capacity planning, communication, and travel as well as coordinate the day to day running of our small but growing office. 

This is an opportunity to join a fast-paced and growing team and a globally recognised studio. Excellent organisation skills, strong initiative, clear and efficient communication skills, and close attention to detail are key requirements for the role, as well as a good ability to use a range of IT tools and software. Due to the scale of our regional office, we require someone who is equally at home coordinating the studio logistics and administration of a small (2-8 person) office space, as well as supporting local client events and marketing efforts.

We are looking for a candidate with demonstrable experience in a similar or equivalent role in a fast-paced and entrepreneurial environment, ideally working with multiple individuals and balancing the requirements and priorities effectively. Experience working in the creative industries is desirable. 

Key Responsibilities

EA:

• Work closely with the executive to understand priorities for time and capacity.
• Complex diary coordination, organising meetings – both conference/video calls and in person – being reactive to schedule and/or availability changes.
• Screen and triage emails, calls and coordinate requests.
• Welcome guests to meetings and arranging catering, refreshments and/or restaurant bookings as required on behalf of Executive.
• Assisting the executive and their team with meeting preparation, including collating materials and information ahead of time or preparing presentation decks or reports on their behalf.
• Minute meetings and note action points as required, and disseminate those action points to other team members. 
• Book flights/accommodation and produce travel itineraries for the MDs business trips.
• Manage business expenses in a timely manner.

Studio Coordination & Support

• Managing the office space, liaising with the building (A co-working space currently).
• Call fielding and taking messages.
• Post & deliveries – incoming and outgoing for the small team (Currently 3).
• Assisting with travel booking if necessary on behalf of the team, troubleshooting issues.
• Ensuring studio supplies are maintained.
• Booking meeting rooms.
• Keeping Phone List and other shared reception/HR/security documents up to date.
• Taxis & Couriers.
• Working alongside the MD and marketing team to coordinate event or social activities on the ground with clients and team members.
• Undertaking tasks delegated by the MENA team from time to time.
• Support marketing initiatives by attending the weekly cadence with the central marketing team and coordinating regional marketing efforts on an ad hoc basis as needed.