Job description
Job Title: Coordinator, Operations | Executive Assistant

Reports To: Sr. Manager, Operations

Working Hours: Normal office hours are 09:30 to 17:30, Monday – Thursday, 09:30 to 17:00 Friday

Place of Work: UK HQ, Mill Court, Milton Keynes, Buckinghamshire MK12 5EU

Other: Full Time

As the world’s largest producer of groundbreaking live entertainment, RWS Global creates meaningful connections and customized experiences spanning from theatrical productions to events, multimedia and more. In 2024, the entertainment leaders expanded capabilities into live sporting events with the introduction of RWS Global Sports.

Headquartered in New York, London, Cincinnati and Sydney with dedicated RWS Studios in NYC and the UK to serve its vast talent pipeline and client base, RWS Global serves major brands and corporations, theatres, cruise lines, sports properties, live venues, parks, resorts and more. Offering end-to-end services from ideation to operations, RWS Global’s team of world-class designers, creators, producers and visionary talent provide unrivaled scale, producing over one million live moments every day and employing over 8,000 individuals worldwide.

The RWS Global roster of clients includes Apple, Azamara, The Coca-Cola Company, Commonwealth Games, Crayola, Europa-Park Resort, Ferrari World Abu Dhabi, The FRIENDS™ Experience by Original X Productions, Hard Rock Resorts, Hershey Entertainment & Resorts, Holland America Line, Iberostar Hotels & Resorts, International Cricket Council, Invictus Games, Lionsgate, Marella Cruises, MSC Cruises, Roompot, Rugby World Cup, Six Flags, Space Center Houston, TUI Group, Vera Wang, Warner Bros., Disney’s The Lion King on Broadway, Chicago the Musical, Christmas Spectacular Starring the Radio City Rockettes and more. For more information, visitrwsglobal.com.

Job Summary

RWS Global is seeking a highly organised and detail-oriented individual to join our team as Coordinator, Operations | Executive Assistant. This role will play a crucial role in ensuring smooth operations across the globe and providing comprehensive support to the VP, Operations.

Role & Responsibilities:

Operations
• Assist in planning and executing day-to-day operations, working closely with various departments to streamline workflows and enhance efficiency
• Work to align business processes globally
• Analyse exiting operational processes to identify inefficiencies and recommend improvements
• Collaborate with teams to improve and maintain the functionality of the existing project management system.
• Ensure accuracy of data across the businesses HRIS
• Participate in special projects and initiatives to support the departments goals
• Support a range of weekly reoccurring tasks to support the Administration department as needed
• Assist in budget tracking and reconciliation, providing reports on operational expenditures as needed

Executive Assistant
• Provide high-level administrative support to VP, Operations, including calendar management, travel arrangements, general administrative tasks and meeting coordination
• Prepare and edit correspondence, communications, presentations, and other documents
• Handle sensitive information with the highest degree of integrity and confidentiality
• Coordinate and facilitate executive meetings, including preparing agendas, taking minutes, and following up on action items
• Assist the VP, Operations with timely approvals, schedule and other administrative duties
• Assist with special projects and initiatives as required by the executive team
• Assist the Office Manager with facility management tasks such as office maintenance and meeting room setup

Please Note:While this is intended to be an accurate description of the job, this is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the position, and may require that other or different tasks be performed as necessary and assigned.

Qualifications & Skills:
• Ability to quickly solve problems under pressure
• Strong organizational and multitasking skills with a keen attention to detail
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management software is a plus
• Experience with travel coordination and logistics is highly desirable
• Ability to work independently and as part of a team in a fast-paced environment
• High level of discretion and confidentiality

Experience:
• 2+ years of experience in operations, executive assistance, or equivalent relevant industry experience

Company Benefits:
• Competitive Salary
• Company Pension
• 25 days paid holiday excluding Bank Holidays
• Paid parental leave & childcare support policy
• Computer (Mac/Windows)
• Company Phone Program
• Flexible working (office/remote)
• Employee Assistance and Wellbeing Programme
• Childcare Support Policy
• Employer Sponsored Vision Programme

DIVERSITY AND INCLUSION STATEMENT:

Diverse Is Who We Are

Way more than a box to check, diversity is core to RWS Global culture. We value it, promote it, protect it and hire it. All differences are welcome here. We know for a fact that each employee’s individual background, life experiences, knowledge, self-expression, and capabilities are a contribution to our culture, as well as our reputation and achievements.

So, bring all of who you are, no questions asked.

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