Wessex Grove was set up in 2020 by Benjamin Lowy and Emily Vaughan-Barratt. We are delighted that we are now a busy production office having opened multiple shows in the last three years, with at least three productions opening in 2025.
We are looking for an Executive Assistant to support the Senior Management Team (SMT) of two Producers and the General Manager.
The ideal candidate would have past experience of working as an EA in theatre, be hardworking and enthusiastic who also has a great sense of humour and the ability to juggle a range of tasks at once whilst remaining calm and level headed. We have an office on Charing Cross Road and there are dogs who are present in the office.
Current and upcoming productions include: Thomas Ostermeier's The Seagull with Cate Blanchett (Barbican); Vanya with Andrew Scott (Lucille Lortel Theatre, New York); Cabaret (Kit Kat Club, Playhouse Theatre & August Wilson Theatre, Broadway).
Key objectives of the role:
- Provide administrative support for the SMT, including taking responsibility for their diary management.
- Working closely with the SMT and Production team to provide a high level of production support ensuring that our productions are delivered to the highest possible artistic and financial standards.
- Support the SMT and team with day-to-day administration. Additionally, this new role will take responsibility for office administration in our busy office.
Tasks and Responsibilities
The below is a guide to the nature of the work required of this position, and is not an exhaustive list of duties.
Executive Assistance:
- To gain and constantly develop knowledge of the goals of the SMT, learning to prioritise in order of urgency and importance.
- To manage the diary according to these priorities, booking meetings and arranging locations as appropriate, always planning for the most effective use of time.
- Ensuring that the SMT are fully briefed about forthcoming meetings, calls and events.
- Deal with correspondence and manage Producers' email inboxes, as required, ensuring that all messages receive a response in a timely and appropriate manner, drafting email replies as instructed.
- Handling enquiries relating to the SMT, via phone call and email, from industry professionals, artists and investors.
- Coordinating travel and accommodation arrangements for the SMT as necessary.
- Provide time-saving support including lunch/coffee runs, invitations, thank-you notes, flowers, gifts etc.
- Process company credit card, expense returns, Soldo receipts and invoices relating to the SMT.
- Assist with other financial processes as required. There may be infrequent personal tasks
Diary Management:
- Principal point of contact for the SMT diaries, regularly reviewing the diary, avoiding clashes and ensuring meetings are prioritised where needed.
- Book meeting rooms and tables and prepare rooms
Guest Management & Meeting Support
- Meet and greet guests for meetings, giving them a warm welcome including refreshments etc.
- Coordinate guest and house seat tickets, liaising with the box office team.
- Prepare agendas and other meeting papers, writing and distributing minutes as required.
- To coordinate internal team meetings, minuting as appropriate, as well as planning and coordinating internal team functions including annual away days.
Office Administration:
- Support day-to-day company operations and ensure the organisation is operating effectively and efficiently.
- Ensure the office is a welcoming place for staff and guests, offering a first point of contact for visitors.
- Be responsible for responding to general enquiries via phone and email.
- Order and monitor stationery and refreshment supplies.
- Order and monitor office furniture and equipment, as required.
- Ensuring the company's website and social pages are updated regularly.
Producing Support:
- Deputise for Production Assistants during any absences, completing tasks as directed by the SMT.
Essential Experience & Knowledge:
- Previous experience as an Executive or Personal Assistant for at least two years
- Excellent time management and administration skills with the ability to work with a varied and heavy workload and to juggle competing priorities.
- Experience of organising meetings or events involving a large number of participants, including travel and other logistics.
- Ability to work within budgetary constraints.
- Excellent written, numeracy and verbal communication skills. Advanced skills in Microsoft Word and Excel spreadsheets. Tact, diplomacy and discretion.
- Eye for detail and accuracy.
- A flexible approach to working hours.
- A willingness to work as part of a team and cover other roles as necessary.
- A sense of humour!
Period: Permanent, full-time contract.
Salary: Competitive and dependent on experience.
Hours: 10am - 6pm, Monday-Friday. Wessex Grove is a trans-Atlantic production company between London and New York so some evening work may be required on an ad-hoc but regular basis. Occasional evening and weekend work will be required.
Benefits include: Contributory Pension Scheme; Wellbeing Programme; Theatre Ticket Allowance.
Holiday: 20 days per annum plus statutory bank holiday.
Location: Wessex Grove have a central London office and the team are expected to work full-time at the office. As a trans-Atlantic company, occasional travel to New York may be required. Please note there are dogs present at the office.
Notice period: 3 months.
Probation period: 6 months.
As an Equal Opportunities Employer, Wessex Grove welcomes applications from all sectors of the community, regardless of gender, age, race, sexuality or disability and makes appointments based solely on ability to fulfil the duties of the post. Candidates who are shortlisted for an interview will be given the opportunity to specify any access needs so that appropriate arrangements can be made.
First round interviews will likely take place around 30-31 October, with final round interviews w/c 4 November.