Operations assistant (parental leave cover)

Application deadline: 11.59pm, Tuesday 28th May

Salary: £28,500-£32,500 dependent on experience

Contract type: 15-months, Full-time

Reports to: Head of Finance and Operations

Key relationships: Chief Operating Officer, Head of Studio and 59’s Producing department 

Place of work: 59’s Studio, London

This is the perfect role for someone interested in learning and contributing to the full breadth of 59’s work, offering foundation support for the company’s acclaimed design work to thrive.

59 Productions is a multi award-winning creative design studio based in London and New York. We design ambitious, large-scale story-driven entertainment for live audiences, all grounded by a deeply interdisciplinary process involving architecture, animation, video, light and technical design. 

We work for - and in partnership with - world-leading clients and partners across industries and globally to build our portfolio of projects. These currently include placemaking buildings and structures with Heatherwick Studio and Fosters + Partners, the visual effects for Stranger Things: The First Shadow in the West End with Sonia Friedman and Netlflix, writing and directing, designing and animating immersive shows including a major collaboration with David Hockney: Bigger & Closer (not smaller and further away) at our second home, Lightroom; a pioneering storytelling venue that is a joint venture between 59 and London Theatre Company.

Focused collaboration, rigorous conceptual development and sensitivities to sustainability and cultural relevance are all hallmarks of our unique approach.

About the role

The Operations Assistant plays a pivotal role in creating a positive studio environment and working within the core team to ensure the smooth running of day-to-day operations. 

They work closely with the Head of Finance and Operations, supporting the business functions spanning across operations, HR and finance, with the opportunity to contribute to core company activity around Sustainability, Belonging & Inclusion, and Universal Design.

The ideal candidate will be a highly motivated individual with excellent organisational skills and an instinctive approach, who enjoys working in a creative and often fast-paced environment, and has strong attention to detail. We are looking for an excellent communicator and team player who is personable, approachable and adaptable, and who will embrace the opportunity to support our diverse and sector-leading portfolio of projects.

We are open to hearing from a broad range of people, both established Administrators and individuals in the early stages of their careers. Overall we hope to collaborate with someone who is looking to expand their experience and develop their practice with an ambitious, globally recognised design company.

Due to the nature of this role, the successful candidate will be required to work from the studio 5 days a week. Flexibility is offered around this on a case-by-case basis, but the dedicated focus of the role is on-site in our busy studio working with the whole team.

Responsibilities

Operations 

• Coordinating the studios and creating a positive environment for our staff, freelancers and stakeholders to work in
• Being the first point of contact for the organisation in person and via email / phone 
• Processing and distributing incoming mail 
• Managing supplies orders 
• Coordinating maintenance and repairs where needed 
• Overseeing the management of service and supplier contracts (e.g. record-keeping and coordinating renewals)
• Coordinating company social events, creating and distributing schedules/ itineraries as required 
• Working with the Producing Assistant to provide basic catering for meetings as required 
• Scheduling and minuting weekly company meetings 
• Minuting project washup meetings
• Maintaining the employee time-tracking platform (Harvest)
• Assisting with long-term company planning (e.g. coordinating away days, creating schedules/ itineraries, transcribing notes where required and assisting with the preparation of reports & presentations)
• Assisting with the company’s annual insurance policy renewals
• Acting as one of the company’s health and safety representatives and working to ensure H&S policies are up to date and observed by staff (including emergency first aid, mental health first aid and fire safety)

HR

• Maintaining personnel records 
• Coordinating the staff review process  
• Maintaining the online HR platform (Bamboo HR)
• Supporting company recruitment (e.g. scheduling, drafting/ publishing job adverts, processing applications and coordinating interviews)
• Coordinating employee onboarding and offboarding 
• Inducting new starters to the HR and time-tracking platforms
• Drafting, issuing and archiving freelance contracts
• Drafting, issuing and archiving NDAs

Finance

• Ordering foreign currency and distributing per diems
• Managing key company supplier accounts (e.g. coordinating renewals and processing receipts/ invoices)

General

• Working with the Head of Finance & Operations to develop company-wide systems/processes, and establish/ launch new initiatives
• Deputising for the Head of Finance & Operations as required
• Contributing to 59's work around Sustainability, Universal Design and Inclusion & Belonging
• Any further general or administrative tasks reasonably requested

Knowledge, skills and experience

Essential

• Transferable experience in an administrative and/or operations role, or in junior management
• Excellent administration skills and attention to detail
• Strong verbal and written communication skills
• Experience of planning and scheduling with and for extremely busy individuals
• Experience of minute-taking and transcribing of often complex details
• Absolute discretion and a proven track record of handling sensitive information
• An ability to multitask effectively, handle multiple workflows at any one time and pivot plans as required
• An ability to work in a busy environment with often strict deadlines 
• Proficient in various software including Microsoft Office

Desirable

• Experience working in the creative industries or a creative environment
• Experience coordinating an office environment
• Experience maintaining an HR platform
• Experience working with a CRM/ database
• Knowledge of company finances and financial processes

All applicants must be eligible to work within the UK.

Interviews: Round 1 - 5th June 2024 / Round 2 -12th June 2024

Interviews will be in-person at our London studio. Please let us know if you’re unable to join in-person, in your application. The interview panel will include 59’s Head of Finance and Operations and Chief Operating Officer and they will be joined by colleagues from both the Producing and Design teams across the two rounds of interview.

59’s recruitment approach

Like many other organisations, we are continuing to explore what diversity means to us and how this is realised. What may have been acceptable a short time ago is not sufficient for the future - we are dedicating time and resources to creating a workplace where everyone feels valued and respected, particularly those who are often excluded or underrepresented. 

If you feel that you do not see yourself represented either in the cultural sector or in this particular professional area because of any part of your identity that makes you special, we would especially like to hear from you.

Under the Equality Act 2010, a disabled person is someone who has – or has had in the past – a physical or mental impairment which has a substantial and long-term adverse effect on that person’s ability to carry out standard day-to-day activities.

As an inclusive organisation, we actively encourage applications from people who consider themselves to have a disability falling within that broad definition. We will guarantee an interview for applicants living with a disability, provided they meet the essential criteria. Where relevant, this should be indicated on your equal opportunities form which will be anonymised and attached to your redacted application. 

We have made steps to remove barriers to our workplace, including ensuring a physically accessible studio. If it is helpful or reassuring to discuss your access needs ahead of applying so you can gauge if this is an accessible place for you to work, please get in touch on jobs@fiftynineproductions.co.uk

Acknowledging the resources that go into attending interviews, we are very happy to reimburse travel expenses incurred through travelling to/ from your interview with us.

Please state in your application that you found this role through Creative Access.