Operations Manager/ Executive PA

We are Zest Media. We are a specialist publishing house and digital & content marketing agency.

We are looking for a proactive, self motivated, adaptable and friendly professional with at least 2 years proven experience as a Personal Assistant and Operations Manager. As our Operations Manager/ Executive PA you will not only be an extension to the CEO of the business, you will play an active role in developing and managing current and new strategies of the business. This includes working across all departments of the company to fulfill new business opportunities, partnerships, production of new project launches, research and development, recruitment and identifying and implementing opportunities to make the business more efficient.

Individuals considered for this role must have a can do attitude, have a strong sense of initiative, be professional and have excellent writing and communication skills with the ability to use Microsoft Office well.

Essential experience and qualifications:

• At least 2 years experience as a EA/PA in the publishing Industry.

• A Bachelor’s degree in Events Management & Human Resources.

• Experience in customising and developing Salesforce, Vendasta, GetResponse.

• Ability to use Indesign.

• Experience in the production of magazines and liaising with printers and distributors.

Key attributes of candidate:

• The ability to work individually and also as part of a team, and build and maintain relationships with internal and external stakeholders.

• Excellent interpersonal skills and have the flexibility to accommodate different situations and temperaments.

• Well established organisational, time management and prioritising skills.

• Strong work ethic and willingness to take ownership for wide-ranging responsibilities and be able to work effectively through job and organisational changes.

Overview of the Role:

• Maintaining CEO appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel and ensuring the smooth and efficient running of the CEO's diary.

• Acting as first point of contact and on behalf of the CEO, fielding and responding to queries, dealing with day-to-day requests.

• Anticipating the CEO's needs - constantly forward planning and prepping logistics, information, material and people in advance of schedule

• Representing the CEO by attending meetings in the CEO’s absence; speaking for the executive and collating information.

• Maintaining a high level of confidentiality and discretion.

• Welcoming guests and customers by greeting them, in person or on the telephone; answering or directing enquiries.

• Leading and managing projects across various departments of the business.

• Instructing and enforcing new processes and procedures on behalf of the CEO.

• Developing workflow systems to improve efficiencies within various departments and working with developers in building and testing these workflows.

• Creating products and pricebooks for agency and magazine products/services using internal CRM program.

• Generating detailed cross department revenue reports (segmented by product , price, yield and issue).

• Liaising with various printers in managing the print and paper production of our magazine portfolio.

• Scheduling production deadlines and ensuring teams are working towards set timeframes.

• Sourcing quotations for unique custom magazines/publications of various specifications.

• Managing the unique distribution network of each of our magazines across London, UK and overseas.

• Organising company events that meet given timeframes, budget and expectations.

• Sourcing and managing sponsored partnerships and exhibitions while maintaining a good relationship with event organisers.

• Facilitating the logistics of upcoming exhibitions with the relevant department heads.

• Working closely with the Marketing team to achieve day to day tasks using internal programs such as Get Response and Wordpress.

• Aiding in the recruitment and hiring processes.

• Maintaining up to date employee records and information.

• Creating new employee contracts, job descriptions and any other HR related forms.

• Assisting with the onboarding of staff such as employee orientation, training, development and performance management.

• Assisting in staff exits such as exit interviews and farewell procedures.

• Liaising with external HR company to manage all HR related issues in a sensitive and diplomatic manner.

Applications close 24th of January.