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Office Production Team Assistant

Greater London
Full time
Posted
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Warner Bros. Discovery
Advertising, media & publishing
10,001+ employees
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Welcome to Warner Bros. Discovery… the stuff dreams are made of.

Who We Are…

When we say, “the stuff dreams are made of,” we’re not just referring to the world of wizards, dragons and superheroes, or even to the wonders of Planet Earth. Behind WBD’s vast portfolio of iconic content and beloved brands, are the storytellers bringing our characters to life, the creators bringing them to your living rooms and the dreamers creating what’s next…

From brilliant creatives, to technology trailblazers, across the globe, WBD offers career defining opportunities, thoughtfully curated benefits, and the tools to explore and grow into your best selves. Here you are supported, here you are celebrated, here you can thrive.

Your New Role…

  • To provide PA support to the Director of Production, Executive Producers and Production Executives
  • To assist with the day to day house-keeping of a busy production office
  • To receive all production deliverables and maintain information regarding Wall to Wall’s back catalogue

Your Role Accountabilities…

Personal Assistant

  • Diary management for key Wall to Wall Production personnel and Executives; including booking and confirming meetings
  • Arranging lunch/dinner reservations for key Wall to Wall production personnel for external meetings
  • Booking local and international travel and accommodation. Providing itineraries when applicable
  • Receiving visitors for key Production personnel and Executives; including providing refreshments for internal meetings when required
  • Acting as a point of contact for Wall to Wall general enquiries and calls for Executives, dealing with them or passing on to the relevant people in an efficient manner
  • Assisting the Production Manager with staff on new London based productions for Wall to Wall and Twenty Twenty
  • Working closely with the other PAs to support each other and stay abreast of the demands on other Senior Management staff
  • Assist the other PAs in organising company events

Finance and Just Produce

  • Expenses and credit card reconciliations (for 6 individuals)
  • Looking after and ordering corporate and development petty cash
  • Using Just Produce to raise Pos

Assistant to Wall to Wall and Twenty Twenty, Development and pre-production

  • Provide additional support to Productions as required including production secretary duties and assisting larger productions with Green Room or corporate arrangements
  • Assist with Location Producer vetting
  • Assisting the Wall to Wall and Twenty Twenty development team with team meetings
  • Assisting the development Production Manager with development shoots for both Wall to Wall and Twenty Twenty
  • Help organise recces, call sheets, book travel and accommodation and manage petty cash finances of a production in development and pre-production until a cost manager has been set up
  • Organising/creating TX cards for Wall to Wall productions, maintaining contact list for distribution and scheduling the TX card emails to internal & external contacts
  • Gather scripted, non-scripted and key developments status updates for Wall to Wall with the Director of Development to update the Quickbase system
  • Updating the Wall to Wall company website and profile on IMDB and Wikipedia

Post-Production

  • Assisting in the long term archiving, retrieval and destruction of files or rushes for Wall to Wall
  • Maintain a back catalogue of all historic Wall to Wall programming for future reference
  • Receive all Wall to Wall in-house production deliverables (paperwork, contracts, masters etc.) and forward the appropriate ones to our international and corporate sales teams or library
  • Completion and scanning of Wall to Wall post production paperwork, contracts and release forms as required
  • Working with Wall to Wall productions and post-production houses by booking out tapes/LTO from storage
  • Assisting with the help of completing production delivery paperwork including Silvermouse.

General office duties

  • Assuming responsibility for keeping a tidy London office; encouraging production storage and wrap up. Liaising with the Facilities and IT teams where applicable
  • Being readily available and to work from the London office at least 3 days a week
  • Taking note of the office stationary cupboards and requesting new stock from the facilities team when required
  • Liaising with the facilities team regarding any office room queries or furniture requests
  • Keeping Wall to Wall and Twenty Twenty items in the storage area tidy
  • Responsible for the record keeping of H&S Training database, setting up new users and ensuring courses have been completed for Wall to Wall
  • Preparing the agenda and taking minutes at the Group monthly H&S meeting
  • Attending the Multitude Media Wall to Wall monthly meeting.
  • Tracking TX dates for Wall to Wall shows
  • Preparing desks for and welcoming London based new staff including introduction email and email signatures

Responsible for keeping the development in-house kit log updated and checking teams return all kit to the office kit room

  • Keeping a record of which productions are accessing the Trint account and assigning logins accordingly
  • Set up and maintain Wall to Wall company accounts and passwords
  • Acting as a liaison between casting teams and the Head of Digital regarding Wall to Wall casting pages on the website and social media
  • Keeping details of the various casting and Wall to Wall social media pages and updating these with approved posts. Deleting old pages when necessary
  • Filing, photocopying and keeping all files updated regularly
  • Checking regularly the Wall to Wall general email and responding/forwarding all queries

Qualifications & Experience…

  • Previous experience in a television production environment.
  • Intermediate to advanced Microsoft Outlook, Word, Excel, PowerPoint, Zoom and Teams
  • Typing speed of at least 40 words per minute
  • Excellent communication skills and time management
  • Knowledge of Adobe Creative Studio
  • Social media experience
  • Filming kit knowledge
  • Excellent written and verbal communication skills
  • Computer literate with ability to use diary management tools
  • Excellent phone manner with ability to communicate clearly and confidently with all staff and freelancers
  • Highly organised, pragmatic and reliable
  • Efficient administrator, responding to any requests quickly
  • Ability to use initiative and work independently to find solutions and answer queries
  • Excellent attention to detail
  • Ability to work in a pressurised environment, managing a number of tasks/people simultaneously and prioritise accordingly
  • Ability to handle sensitive information in the required confidential manner
  • Flexible approach and outlook comfortable with managing workload and deadlines that may involve some occasional late working and occasional working away from the office.
Hybrid Working - This role is advertised as a Hybrid work model, that combines remote and in-office work, following our current company policy and to be agreed with your Line Manager. Subject to any applicable laws, WBD / your Line Manager reserves the right to change this working agreement where this is essential to business needs and upon reasonable notice to you.

How We Get Things Done…

This last bit is probably the most important! Here at WBD, our guiding principles are the core values by which we operate and are central to how we get things done. You can find them at www.wbd.com/guiding-principles/ along with some insights from the team on what they mean and how they show up in their day to day. We hope they resonate with you and look forward to discussing them during your interview.

Championing Inclusion at WBD

Warner Bros. Discovery embraces the opportunity to build a workforce that reflects the diversity of our society and the world around us. Being an equal opportunity employer means that we take seriously our responsibility to consider qualified candidates on the basis of merit, regardless of sex, gender identity, ethnicity, age, sexual orientation, religion or belief, marital status, pregnancy, parenthood, disability or any other category protected by law.If you’re a qualified candidate and you require adjustments or accommodations to search for a job opening or apply for a position, please contact us at recruitadmin@wbd.com.