Operations and Personal Assistant

Job Description

Reporting To

• Head of Operations and EA
• Founder and Photographer

Responsibilities

• Support Head of Operations/EA in all David Sims Photography Ltd administrative tasks, including all areas of the business - Office, Operations and Production. Working closely with the Head of Operations/EA on the principles personal/family responsibilities.Role requires discretion, flexibility and a strong work ethic. Main responsibilities listed below:

David Sims Photography Ltd Business

• Point of contact for all internal and external requests, via all communication channels.
• Responsible for all company running requests.
• Supporting all departments with day to day problem solving.
• Point of contact for daily London travel.
• First point of contact for all operational requests, issues and annual maintenance visits.
• Provide support to all teams to ensure the smooth running of jobs, special projects, ad-hocprojects, meetings, productions and events.
• Responsible for ordering stationary, letter head and general supplies.
• Managing office, staff and job calendars.
• Responsible for tracking important industry dates and birthdays; gifting on behalf of the director.
• Maintaining up to date contact lists for the business via shared contacts and google sheets.
• Record keeper of petty cash and responsible for assigned company cards, reporting to financeand full back up of receipts and expenditure.
• Processing and tracking all invoices for purchases made.
• Maintain effective online and physical filing systems.
• Creating and maintaining David Sims Photography Ltd master operations spreadsheet/tracker.
• Creating and updating the job spreadsheet and liaising with accounts to ensure correct billing.
• Responsible for production kit, ensuring kit is complete before jobs and replenishingafterwards.
• Work collaboratively with production, agency, photo and studio teams.
• Assist Head of Operations with:
  • The directors business travel (accommodation, travel, cars, covid requirements, visas etc.)
  • On set support when shooting in London
  • Organisation of company events and parties
  • Creation of all ongoing project trackers to ensure objectives, deadlines and budgets are adhered to.
  • Company visa applications.
  • Non-sensitive HR administration

Family Personal

• Point of contact for personal requests from the director, his partner and children.
• Tracking important all family personal datesbirthdays, holidays, etc.
• Organisation of all family personal events.
• Responsible for booking all family personal appointment and reservations.
• Updating personal calendars.
• Managing personal databases, contacts, contracts and filing systems.
• Creation and regular update of personal spreadsheets to ensure deadlines are met and budgetsare adhered to (refurbishments, vehicle trackers, archive to barn etc.).
• Tracking childrens school holidays.
• Management of personal projects (refurbishments, moving, personal shoots etc.).
• Assist Operations Manager with:
  • All domestic and international travel
  • Reviewing personal expenditure and reporting back to CFO and the principle.
  • The running of Cornwall and London properties.
  • Ensuring all personal bills and invoices are paid and filled efficiently
  • All legal and financial obligations including insurances, tax, vehicle management, utilities, school fees etc.

Required Experience and Skills

• London based.
• Genuine interest in succeeding in an administrative role within the fashion or creative industry.
• Minimum 1-2 years administrative experience in fashion or creative industry.
• Experience working or interning at the highest level of the industry.
• Excellent written and verbal communication.
• Proficient in both MAC and Windows, with good knowledge of Photoshop and Microsoftprograms.
• Capable to work under pressure, multitask while adhering to deadlines.
• Highly organised, proactive, efficient and with a meticulous eye for detail.

*This role is not suitable to someone who would like to be a photographer or further their technical skills in photography. The role is office/administrative based within a creative studio*