EA & Studio Manager

The role

EA & Studio Manager

The mission

To be at the very heart of Matter Of Form; you will act as EA to the company Directors and oversee daily operations across the agency, ensuring everything runs smoothly and everyone is set for success.

The remit

Matter Of Form is looking for a EA & Studio Manager to join our Operations & People team. Working closely with the Talent & Resource Director & the Head of Operations, this is a fabulous opportunity to play a high profile role within the agency, supporting our directors, and everyone who works at Matter Of Form.

You’ll become part of a small team, and a growing business, which means no two days are the same as your remit stretches from working as EA to the company founders to supporting & leading HR processes to ensuring the office is a well oiled machine and our social events are buzzing. If you love variety, taking charge of things and being at the heart of everything, this is the perfect role for you. We’re looking for someone who is excited about the ability to make a real difference to everyone’s experience at Matter Of Form, whether that’s making sure the Directors are in the right place at the right time, to coordinating a best-in-class onboarding experience for new employees to making sure the coffee machine is working in the morning (vital). You’ll be endlessly versatile, highly organised, full of energy and willing to roll up your sleeves and embrace new challenges. It's a demanding role but a huge amount of fun and an opportunity to gain valuable experience across a range of operational and HR areas. You’ll become part of a team who’ll champion your success and support your growth as we believe what makes you better, makes us better.

A typical week

• Work closely with the two company founders, managing their diaries and making sure their time is well organised; understand their preferences, highlight & rectify diary clashes, understand key priorities for the days & weeks ahead
• Organise travel for the cofounders, including booking flights, trains, cars etc, arranging visas, relevant local information and comprehensive itineraries
• Act as an agency ambassador for client stakeholders; build up a comprehensive knowledge of key clients, prospects and agency partners and facilitate their relationship with the founders and agency as a whole
• Organise internal and external meetings, including room bookings, refreshments, itineraries & agenda preparation
• Oversee and manage day-to-day facilities and office maintenance, including budget management. Proactively suggest changes to improve our work space and make the office more efficient.
• Manage the end-to-end onboarding and offboarding process (from issuing contracts, checking references,arranging welcome agenda’s, IT & office set-up, to conducting exit interviews and processing resignations)
• Take the lead on managing the HR platform, ensuring all employee processes & information is up-to-date and accurate (for example, change of Line Manager, promotions, salary increases, absence management, parental leave etc)
• Support the People team by managing employee performance and annual appraisal processes; ensure reviews are set up, documented and follow the correct process
• Take charge of the social & cultural calendar; sourcing, organising and managing budgets for a wide range of events
• Promote wellbeing throughout the agency, sourcing speakers, organising events and offering 1:1 advise where necessary
• Lead on administration of all employee benefits, including payroll
• Support the DE&I team, assisting them with any key actions, bringing external thinking into the agency and / or organising or promoting internal initiatives
• Support the Talent Director & Head of Operations by ensuring all policies are compliant and up-to-date and all company handbooks and documentation are fit for purpose
• Own IT queries and administration; be the first point of contact for all IT queries and act as the key account holder for the agencies communication platforms such as gmail and slack

Skills & Experience

• You’ll have at least 3+ years experience working as either an EA, Office Manager, HR Assistant or similar studio manager role. As the remit of this role is broad, preference will be given to those who have hybrid experience across functions, other than in just one area. In particular, priority will be given to those who have strong EA & HR experience.
• Previous experience working in the creative sector and a busy studio is ideal. We will consider candidates who have worked in different industries and those who understand how their approach needs to adapt to a creative, fast-paced environment
• You’ll be comfortable being stretched and welcome diverse challenges. The role probably best suits candidates who have experience working in smaller businesses or start-ups; those who understand versatility is key, genuinely relish diversity and have a willingness to take responsibility for a wide range of tasks
• You’ll be highly organised and your hard work means you pre-empt most difficulties, but you’ll also be a quick thinker and know how to respond to quickly evolving situations and short notice problems if they crop up
• Ideally you’ll already have experience working in a role that’s the first point of contact for most things and genuinely enjoy being the ‘go-to’ person who makes a business tick
• You’ll be collaborative and enjoy being part of a team but also love using your own initiative, having ownership of projects and not waiting to be told what to do next