Vacancies

Secretary to the MD & Office Manager

We are seeking an experienced, extremely well-organised and proactive individual to serve as both Personal Secretary to the Managing Director, as well as serving as the Office Manager. The chosen candidate will be required to work from our Soho offices, Monday through to Friday each week.

Key Responsibilities include, but are not limited to, the following:

• Secretarial work for the Managing Director:
  • Inbox and diary management.
  • Printing and organising emails daily, and after absences.
  • Procuring coffees and lunch as needed.
  • Scheduling and coordinating meetings, lunches, calls etc
  • Updating contacts and film notes on various platforms.
  • Organising travel arrangements including flights, accommodations, and ground transportation.
  • Ad hoc personal requests.

• Office Management/ Front of House:
  • Acting as the first point of contact for incoming office phone calls, directing inquiries appropriately.
  • Welcoming visitors and managing all incoming fan mail and post.
  • Handling online orders for stationery, office, and kitchen supplies.
  • Managing petty cash expenditures for the office
  • Being in charge of the company’s general email account
  • Staying updated with upcoming client birthdays and other important events, organising gifts and cards.
  • Overseeing the functionality of office computers, internet, printers, phones, and other technology.
  • Addressing any technological issues promptly and coordinating updates or replacements as necessary.
  • Ensuring the office environment is tidy and presentable.

Qualifications and Skills:

• Proven experience as a Secretary/ Office Manager or similar role in a high-pressure environment.
• Exceptional organisational and multitasking abilities.
• Strong communication skills
• Proficiency in office software (MS Office, Google Suite) and familiarity with Evernote or similar tools.
• Ability to handle confidential information with discretion.
• Flexible and adaptable to changing priorities and deadlines.

Application Process: Please submit a cover letter outlining your relevant experience and a current resume to this email address: recruitment@julianbelfrage.com

References may be requested during the interview process.

Note: Confidentiality and trustworthiness are paramount in this role, given the sensitive nature of the work with high-profile talent and industry figures. Candidates should demonstrate a strong commitment to maintaining privacy and upholding professional standards at all times.