View Vacancy - Office Assistant

Main purpose of job:

Based at Film London, the British Film Commission is the UK Government backed national function responsible for globally promoting the UK as the best place to produce feature films and high end television.

The British Film Commission works to encourage and support inward investment feature films and high end television, strengthen the UK's production infrastructure and advise the UK Government to ensure that film-friendly policies are in place.

The British Film Commission has an office in Los Angeles located in the British Consulate in Century City. This part of the operation is a conduit between the US and UK film industries, with specific focus on attracting film & TV production into the UK, information exchange, skills, talent and business development, and generating strategic creative and business partnerships between the two countries.

We are looking for an Office Assistant to provide a variety of dedicated support to the Executive Team, which includes receptionist duties, office management, information provision, database oversight, industry research and event support. The Office Assistant will serve as the point of contact for the LA office in the absence of the EVP and SVP and will report to the EVP – US Production.

Roles and responsibilities:

Office Management

• Facilitate the day to day running of the US office (opening hours 8:30 am – 5:30 pm).
• Act as office receptionist, answering all calls and attending to all office visitors, clients, service suppliers etc.
• Provide administrative support for the activities and projects of the Executive Team.
• Handle the office maintenance and service providers to include IT, telephones, website, utility companies etc.
• Order stationery and all general office supplies.
• Keep a current count of all BFC and screen agency collateral material on hand, estimate amount needed of each on an annual basis and coordinate shipping to LA office.
• Administration of domestic and international couriers, deliveries and postage.
• General photocopying, filing, electronic file management etc.
• Provide financial administrative support to the Executive Team and office bookkeeper and co-ordinate the filing and reconciliation of office expenses and petty cash.
• Organize team business travel arrangements to include booking flights and hotels; organizing meetings and creating itineraries.
• Provide assistance and organize itineraries for all visiting Senior Executives from the BFC in London, its Board and other visiting VIPs, UK film industry executives and government representatives, as deemed appropriate.
• Actively liaise and maintain good relationships with the BFC UK office, UK Screen Agency representatives, the LA British Consulate Team and the British Embassy Network.
• Update overall office manual for BFC office general reference for temps and new employees and standard information on resources, passwords, contact information, etc.
• Any other general administration duties as and when required.
  

Information and Research

• Act as the information point person for the BFC US. Log, follow up on and provide support, information and advice for all relevant enquiries received at BFC US, redirecting when appropriate.
• Implement efficient mechanisms to garner, disseminate and file relevant industry intelligence from a variety of international and US domestic sources: industry and trade press/daily papers, websites etc. to the BFC team and its stakeholders.
• Conduct specified film and TV research projects and disseminate information as required to the BFC and its stakeholders.
• Contribute LA office updates to overall BFC tracking database managed by the London office.
• Regularly liaise with coordinators across other teams, BFC London office and Department of Int’l Trade in LA, to keep abreast of all activity and inform Executive Team accordingly.
• Actively update and manage the BFC US’s database across clients and events. Direct and support the Executive Team in implementing the database as effectively as possible.
• Read and provide coverage for film and TV scripts as required.
• Manage and maintain the office calendar, updating it as needed and ensuring that the information is current and circulated when required.
• Oversee LA office social media presence in coordination with SVP and Film London comms team.
• Draft and circulate the LA Office’s Monthly Operating Report (M.O.R.) for input, final check and distribution.
• Coordinate bi-weekly LA office meetings and attend any LA Consulate General meetings in absence of Executive Team.
• Continually ascertain along with SVP, Production and Events, competitor film commission branding and approach and make recommendations to keep BFC LA office business advancing.
• Keep running list of FAQs from clients and general enquiries to regularly evaluate incorporating into BFC website.
• Any other information and research duties as and when required.

Events

• With oversight from the SVP, lead on the coordination of local BFC events including receptions, dinners and local partnerships.  Support SVP in securing venues, related catering, accommodation, service needs, organize invite/RSVP/attendee lists, etc.
• Assist in the co-ordination of BFC market and festival presence and associated activities.
• Manage the production and distribution of event invitations, promotional collateral, etc. related to US office. Work with London comms team to collaborate on creation of materials.
• Maintain running list of events venues and contacts for future activities and referrals to BFC sponsors and partners in the event they host events in LA.
• Develop sponsorship and venue relationships to continue to expand BFC options for local events.
• Collect feedback on events and keep running log of proposals for future planning.
• Support and attend events as a representative of the BFC as required.
• Any other event related duties as and when required.

Essential:

• 3+ years related work experience
• Entertainment industry experience
• Excellent organizational skills.
• Excellent IT skills (Outlook, Word, PowerPoint, Excel and a working knowledge of In Design or other design packages).
• Strong secretarial, administrative and written skills with high attention to detail.
• Excellent communication and telephone skills.
• Reliability, efficiency and consistency.
• Enthusiasm and self-motivation.
• Happy to work well alone, proactively, as well as within a team.
• Ability to handle confidential and sensitive material and information with discretion.
• Ability to manage several on-going projects and assignments at the same time.