Executive Assistant & Studio Manager

£35,000 – £45,000 p/a (dependent on experience)

Spring 2025 (subject to notice period)

Chief Creative Officer, Patrick O’Mahony

NEWSUBSTANCE Studio, Leeds City Centre (this is a studio based role, and is not available as a remote option).

Our CCO travels across the world, national/international travel may be required on occasion.

PAYE, Permanent Full Time (37.5 hours a week) or potential for a Part Time arrangement (e.g. within school hours/Mon-Thurs)

Executive support & calendar management:

• Serve as the primary point of contact between the CCO and internal/external stakeholders.
• Oversee and manage the CCO’s calendar, scheduling meetings, appointments, and events.
• Handle all travel arrangements, including flights, accommodation, and visa coordination.
• Prepare for meetings by organising agendas, gathering relevant materials, and drafting high-quality documents and presentations.
• Capture meeting notes and ensure timely follow-up on action items and deadlines.
• Develop systems to streamline the CCO’s workflow and improve operational efficiency.
• Ensure a consistent and efficient communication flow between the CCO and internal teams.
• Out of hours support as required.

Communication & external relations:

• Manage the CCO’s communication channels, including emails, Slack, and phone inquiries, responding as appropriate.
• Maintain consistency in external messaging by aligning with the CCO’s communication style.
• Build and nurture relationships with key external stakeholders.
• Serve as the CCO’s primary interface, prioritising requests and managing expectations.

Travel & logistics management:

• Develop a structured system for managing the CCO’s travel, including a preferred vendor list and database.
• Continuously refine travel processes to improve efficiency based on feedback.
• Ensure seamless coordination of travel logistics, including detailed itineraries and accommodations.

Special projects & business development:

• Assist in the execution of key business initiatives and special projects, such as visas and studio move..
• Support research and preparation for new business opportunities.
• Track the progress of ongoing projects relating to the CCO, ensuring timely completion and alignment with company goals.

Strategic insight & planning:

• Gain a deep understanding of the organisation’s long term strategy and operations.
• Assist with the CCO’s wider network of companies and the different stakeholders involved.
• Serve as a centralized resource, tracking key corporate developments and strategic initiatives.
• Support the planning and execution of company events, leadership meetings, and workshops.

Studio management:

• Oversee the day-to-day operations of the studio.
• Act as the first point of contact for staff, clients and external stakeholders in the studio, greeting and hosting visitors, and organising catering and refreshments for meetings and events.
• Assist with ad-hoc administrative tasks to support the wider team.
• Manage internal communications and ensure alignment across teams. Liaise with staff to follow up on actions and deadlines.
• Maintain studio supplies and equipment.
• Implement and maintain office systems, processes, and policies.
• Organise and coordinate company events, including monthly socials, workshops, company days.
• Work with the Head of People to facilitate onboarding of new staff.
• Liaise with the service providers (e.g., cleaning, security, maintenance) to address any studio related issues. Coordinate any studio repairs and maintenance as needed.

Operational & cultural enhancement:

• Design and implement processes to increase studio efficiency.
• Support office operations, IT systems, and meeting logistics.
• Evaluate and refine internal cultural and operational practices, proposing and executing enhancements and initiatives.
• Build strong relationships within the team to identify and address business and operational challenges.

• Whilst experience as an EA is helpful it is not essential, the cultural fit and belief in the work of the studio is key.
• Exceptional organisational and time-management skills, with an ability to multitask effectively and coordinate an evolving workload.
• Strong written and verbal communication skills, exemplifying professionalism and diplomacy. Experience minuting meetings and creating action notes.
• Exceptional attention to detail and a proactive approach to problem-solving.
• Strong interpersonal skills, with the ability to collaborate effectively within a team and interact with individuals at all levels within the organisation.
• Adaptability to changing priorities and the ability to thrive in a fast-paced, dynamic creative environment.
• Capability to handle confidential information with the utmost discretion.
• Adept at working independently and as part of a team, happy to roll their sleeves up and get stuck in.
• Flexibility and willingness to assist over weekends and out of hours to accommodate our international clients and different time zones. 
• Experience using IT packages such as Google Suite, Slack, Zoom and Pipedrive.

This is a unique opportunity to be in a key role within a leading global creative studio, working in a collaborative space that fuels creativity, encourages unconventional thinking, and fosters a culture of innovation. 

This role is employed by NEWSUBSTANCE. In addition to a competitive salary, your package will include:  

• 25 days holiday a year (plus bank holidays)
• Company pension scheme
• Company Mac 

We will support the appointed candidate with opportunities for continual growth and professional development. Our studio will work with you to build a career plan that pushing the boundaries of conventional creative thinking and allows you to develop bold new ideas.

Please apply via the google form linked above. You will need to upload your CV and a covering letter, outlining why you would be great for the role and your relevant experience.

Please Note: All applicants must have the right to work in the UK.

If you have any questions about the role, please feel free to contact us at opportunities@newsubstance.co.uk.