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Personal Assistant/ Contracts Coordinator, ABC Studios International

Apply Now Apply Later Job ID 524987BR Location London, England, United Kingdom; Hammersmith, England, United Kingdom Business Walt Disney International Brand Disney ABC Television Group Date posted 02/16/2018
We are seeking to hire a Personal Assistant/Contracts Coordinator, to be based in our Hammersmith office on a permanent basis.

The successful candidate will assist and support the Commercial Affairs group of ABC Studios International. This role includes various duties that ensure the smooth running of the commercial, business and legal affairs of the company. There will also be the responsibility of some contracts administration and paralegal work.

The PA/Contracts Coordinator must be able to work efficiently under pressure and handle a wide variety of activities and confidential matters with discretion. Areas of responsibility will include:

• Providing comprehensive assistance at all levels in an extremely fast paced environment across multiple time zones and different areas of the organisation. This includes:
  • Active diary management
  • Email management
  • Phone management e.g. fielding all phone calls and where possible answering queries/transferring calls to other points of contact
  • Managing call co-ordination across multiple time zones
  • Processing all expenses using SAP accurately and in a timely manner
  • Raising Purchase Orders through SAP.

• Be an ambassador, gatekeeper and point of contact at all times, dealing with all matters efficiently, sensitivity and reliably
• Understand priorities, reorganising workload and tasks accordingly
• Co-ordinating and managing an active and at times challenging diary, managing time effectively and intelligently; using initiative to prioritise urgent matters to ensure the smooth, timely and professional running of the office at all times

Contract Administration
  • Arrange for the execution of agreements and amendments etc, including chasing for signature
  • Manage the electronic storage and circulation of copy contracts, including scanning and uploading original copies into relevant databases
  • Assist with contract and related enquiries from clients and internal departments
  • Arrange for payment of invoices and work with finance appropriately

  • Update databases with:
    • all contractual information and relevant dates
    • electronic copies of executed contracts
    • status reports of outstanding agreements

  • Significant demonstrable experience as an Assistant at a senior level.
  • Experience of working in legal LLC environment (law firm or in-house department) beneficial but not essential
  • Training and experience in contract law beneficial but not essential
  • Experience of managing a complex diary and travel itineraries
  • Experience of working within a complex, high workload, fast paced environment
  • Previous experience handling confidential information
  • Experience of working within an international organisation
  • Advanced level in Microsoft Office and technical facilities & equipment
  • SAP experience
  • Proactive and flexible approach with ability to react quickly is essential – as is enthusiasm and a ‘can do’ approach
  • Be able to prioritise against changing agendas, be forward thinking and have assertive flair
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Meticulously organised and detailed orientated with the ability to work in a pressurised environment and meet strict deadlines
  • Very strong interpersonal skills and the ability to build relationships with stakeholders
  • Resilient with the ability to remain calm & organized

ABC Studios is a global leader in the development, production and distribution of entertainment content across broadcast, cable and streaming platforms. The studio is the primary content provider for ABC Entertainment, producing hit series for the network, including “American Housewife,” “black-ish,” "Grey's Anatomy," "How to Get Away with Murder". Under the ABC Studios umbrella is also ABC Signature, the boutique division spearheading development and production in premium, basic cable and digital platforms. ABC Signature Studios co-productions include “Marvel’s Runaways” for Hulu, "Marvel’s Cloak and Dagger” and “Marvel’s New Warriors” for Freeform, and “SMILF” for Showtime. In addition, ABC Studios International oversees global development and production.
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