Acquisitions and Office Assistant

2 months ago

London, Canada Cineflix Full time

**The Company**

Creating, producing, and distributing distinctive factual and scripted programming, the Cineflix Media group includes Cineflix Productions, Cineflix Rights, Cineflix Studios, Buccaneer Media, Connect3 Media, Shiny Screens Entertainment, and a hub of producers from the US, UK, and Canada with whom we share strategic partnerships through joint ventures, first-look deals, and co-productions. With a catalogue of more than 5,000 hours of select programming across a wide range of genres, Cineflix is behind some of TV’s most popular and long-running shows.

**The Role**

Cineflix Rights is currently looking for an Acquisitions and Office Assistant. This role provides a wide range of support to the Acquisitions team and also works very closely with the Executive Assistants in all operational and support areas, specifically office management. This is a full-time position, based in London, UK. This role is office based for a minimum of 3 days a week.

**Duties and Responsibilities**

ACQUISITIONS SUPPORT:

- Provide diary management, for Head of Acquisitions, organise meetings, prepare meeting notes Co-ordinate diaries for industry events, including booking client meetings, lunches and dinners
- Organise all aspects of travel for Head of Acquisitions,e. manage travel budget, book flights, accommodation, organise cash advances, and prepare detailed itineraries
- Provide support to the acquisitions team including diary management to the VP and Manager, Acquisitions. Arrange meetings, calls with clients and booking venues.
- Detailed diaries for markets and sales trips such as MIPCOM, MIPTV, World Congress, AIDC created on behalf of the VP and Manager, Acquisitions.
- New Content Meeting - responsible for invites, collecting materials and video content, agenda and presenting materials in the boardroom.
- Provide invite, agendas, relevant information, and support for the strategic meeting.
- Provide invite, agendas and notes for the weekly Acquisitions call and Bimonthly Acquisitions/Marketing meeting.
- Provide invite, agendas and update the Cinecast slate detail and circulate after the call.
- Materials tracking from Cineflix Productions and communications with the team.
- Joining the Third-Party Unscripted Content meeting, circulating agenda and taking notes.
- Enter new titles into Cinecast and CRM
- Update titles in Cinecast and CRM based on relevant updates, and by the end of the week deadlines for the Content Management reports that Mark pulls
- Pull comparable titles from CRM for Evaluation Sheets
- Update the NAM and UK/ROW producer tracking spreadsheets
- Use advance payments report to update Cinecast with actual payment dates
- Pull producer sales reports by request and for bi-annual market updates
- Save all treatments to Teams
- Conduct training for CRM

TEAM SUPPORT, OPERATIONS & OFFICE MANAGEMENT:

- Managing stock of office / home working supplies including stationery and kitchen supplies, sort and distribute incoming mail and keep the office tidy and organized.
- Responsible for signing off office supplies invoices for finance purposes.
- Assist with coordinating office moves and renovations and liase with landlord on maintainance issues
- Liase with head of IT in regard to equipment orders for the Team. Assist with IT support.
- Manage Meeting room booking, provide technical support for meetings as required
- Book couriers. Maintain phone lists, invoice tracker and courier logs.
- Assist with Team events and meetings by taking minutes and providing admin support and technical guidance.
- Complete and maintain reports for petty cash and foreign currency. Prepare cash advances for team where appropriate.
- Completion of monthly team mobile phone expenses.
- Managing all subscriptions for the Sales & Acquisitions team.
- Providing cover for the Executive Assistants when necessary
- Management of the Unscripted and Scripted Sales Materials folders on Teams.
- Arrange taxis for Team for markets and business trips.
- Ad Hoc Support for Sales teams around markets

**Skills and Qualifications**
- An interest in TV
- Communucation skills
- Organisation skills
- Diary Management / dealing with various time zones
- Minute Taking
- CRM/Netsuite
- Teamwork and Interpersonal Skills
- Adaptability

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