[Hiring] Team Admin Assistant @Arrcc

Role Description

As a Team Administrator Assistant, you will act as a trusted partner to Team Leaders, managing schedules, coordinating meetings, maintaining systems and databases, and ensuring that projects and administrative processes progress efficiently. While your primary focus will be supporting your assigned team, you may occasionally assist other support functions across the business.

Key Responsibilities

• Executive & Team Support
  • Manage Team Leaders' diaries, appointments, meetings, travel arrangements, and schedules.
  • Coordinate recurring meetings and ensure all required information is prepared in advance.
  • Screen and prioritize incoming calls and correspondence.
  • Prepare professional documentation, reports, presentations, and meeting minutes.
  • Assist with personal administrative matters when required.
  • Support team members with general administrative requirements.
• Project & Production Administration
  • Coordinate 3D render bookings and monitor related deadlines.
  • Maintain project programmes, calendars, and deliverables.
  • Track project progress and assist with production management systems.
  • Ensure project information is accurately maintained across internal systems.
• Systems & Database Management
  • Maintain administrative databases and team records.
  • Manage email administration, generic responses, and mailbox organization.
  • Update and maintain records within Open Asset, Vantage, SACAP, and other internal systems.
  • Monitor data accuracy and drive compliance with company procedures.
• Reporting & Compliance
  • Manage timesheet follow-ups and monitor team overtime.
  • Produce weekly overtime and DG reports.
  • Track SACAP CPD requirements, annual fees, and team action items.
  • Assist with procedure development, implementation, and compliance monitoring.
• Travel, Events & Client Coordination
  • Arrange local and international travel, accommodation, and Forex requirements.
  • Coordinate client visits, itineraries, lunches, and studio logistics.
  • Prepare boardrooms and technology requirements for meetings and presentations.
  • Assist with office supplies and general studio administration.

Qualifications

• Exceptional attention to detail and accuracy.
• Outstanding organizational and time management skills.
• Strong proficiency in Microsoft Office Suite.
• Excellent written and verbal communication skills with strong spelling and grammar.
• Proven ability to manage multiple priorities in a deadline-driven environment.
• Experience taking meeting minutes and producing professional documentation.
• Strong interpersonal skills with the ability to build relationships across all levels.
• Ability to work independently while contributing positively to a collaborative team.
• Professional, discreet, and trustworthy when handling confidential information.
• Proactive mindset with a strong sense of ownership and accountability.

Personal Attributes

• Calm under pressure and highly adaptable.
• Resourceful and solutions-driven.
• Professional and service-oriented.
• Reliable, dependable, and committed to high standards.
• Flexible and willing to work additional hours when required.

Benefits

• Part of a globally recognized studio known for creativity, excellence, and innovation.
• Work alongside talented professionals on prestigious international projects.
• Contribute to a collaborative and inspiring studio culture.