LUX

Studio Manager / Executive Assistant Vacancy

If you’re an experienced plate-spinner then this could be your perfect role!

LUX is a dynamic and growing food and drink brand development agency based in Leith, Edinburgh. Due to continued growth, we are recruiting for a Studio Manager / EA to join the team. This is a Monday to Friday position with the opportunity to work full-time or agreed hours, e.g. 9am-3pm.

As Studio Manager / EA you will be an essential part of the team, keeping us all organised and ensure an overall smooth running of agency operations in all areas. You’ll be handed responsibility from day one and you’ll work across departments with a great team of people.

Responsibilities

General Studio Management:

  • Answering calls and emails
  • Greeting clients and visitors
  • Meeting preparation
  • Ordering office supplies and research new deals and suppliers
  • Ensuring the studio and office environment is presentable at all times
  • Processing post
  • Managing filing systems
  • Coordinating studio bookings
  • Assisting on photography and video shoots including booking contractors, purchasing props and ingredients
  • Maintaining the breakfast bar ensuring the team is set-up for a successful and productive day!
  • Being a point of call for any problems that may arise in the studio – telecoms/door entry etc and work with Building Manager to ensure that these are dealt with
  • Managing Health and Safety procedures and Fire Marshall duties

Finance Administration:

  • Invoice creation, tracking and support of finance department
  • Processing staff and project expenses
  • Negotiating insurance renewals

Executive Assistant: work with Directors and ad hoc projects and team support

  • PA duties to the Directors with occasional assistance on personal matters
  • Booking travel and accommodation and prepare itineraries
  • Writing and distributing meeting minutes
  • Event support including management of guest lists, order equipment and catering, booking venues
  • Focus group and tasting panel support including recruitment of participants, preparing materials and ordering samples
  • Scoping and managing print production including scoping suppliers and costs
  • Organising and planning team events

HR Administration:

  • Updating and implementing office policies
  • Handling of CVs, assisting with recruitment and employment contracts
  • Setting up new employees on HR systems

Scheduling:

  • Scheduling available resource against studio projects
  • Preparing time report using time tracking software, Toggl and resource forecasts
  • Research tools and processes to improve scheduling efficiencies

The Ideal Candidate

  • At least 3-5 years’ experience in a similar role, regardless of industry
  • Proficiency in MS Office
  • Process driven with the ability to prioritise the workload and work under pressure
  • Excellent knowledge of the Microsoft Office
  • Comfortable working at a fast pace in a busy environment
  • An excellent people person with fantastic verbal and written communication skills
  • A collaborative and team oriented approach to work
  • Excellent organisation skills and attention to detail
  • Knowledge of general office IT/equipment
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organisational skills with the ability to multi-task
  • Understands business priorities/deadlines and manages own workload in an organised, efficient manner
  • Takes responsibility for own work and that of their teams, ensuring high quality standards are always met
  • A proactive and person with a can do and willing attitude

What we offer

  • Competitive salary package, dependent on experience
  • A lovely office environment in Leith
  • Free healthy breakfast
  • Pension scheme
  • Childcare vouchers
  • Health insurance

To apply, please submit a CV and cover letter to [email protected]

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About the author

Mhairi MacLeod

Mhairi MacLeod

Director, Founder

Mhairi honed her craft working on digital strategy with a host of international brands before earning a coveted place among the Drum's 'Top 30 under 30' & Institute of Directors 'Emerging Director' 2016.