Business Coordinator (Part-Time)

COMPANY OVERVIEW Charcoalblue was established in the heart of the UK theatre industry in 2004. Since then, we have carved out a reputation as the world's leading integrated Theatre, Acoustic and Experience Consultancy service. We now operate as a cohesive and collaborative team across five international studios in the UK, USA, and Australia, delivering projects to every corner of the globe. Theatre, acoustic, project management and digital design runs in our blood and each one of us has at some point worked within the industry we now design for. We provide a full spectrum of consultancy services from strategic analysis and creative concept generation through to detailed design and full project leadership. Simultaneously, we have the expertise to integrate world-class acoustic, technical, and digital design solutions from the outset.

Within Charcoalblue, the Theatre Consulting team for Europe, Middle East & Africa (TC EMEA) Business Unit provides design consulting in the areas of theatre planning, theatre design, and technical systems design for a variety of project typologies. Our EMEA team spans across London, Bristol and Glasgow studios providing services on projects in countries within the EMEA region. Our team also provides design services to the Americas and Australasia region on occasion.

E: recruitment@charcoalblue.com

W: www.charcoalblue.com

DESCRIPTION OF ROLE As Business Coordinator, you will be the supportive force that empowers and supports the senior leadership of Theatre Consulting team for Europe, Middle East & Africa (TC EMEA) and drive best standards across the business unit. With the primary responsibility of supporting the Managing Director and Directors, you will support the business unit goals and objectives, as well as assist with the efficient running of the operation, ensuring efficient processes and workflow systems are refined and maintained.

You will be a key conduit between the Business Unit and the Group Business Support Team, ensuring there is clear two-way communication of requirements and initiatives. You will be highly organised, ensuring that TC EMEA initiatives are communicated, actioned, and completed.

You will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. You will have prior experience performing administrative duties at a high level and providing support to senior management. The TC EMEA Directors and Associate Directors will rely on you for flexibility and foresight, while maintaining confidences related to high-level knowledge of systems, operations, and personnel matters.

To excel in this role, you will enjoy working in a fast-paced team environment, have excellent people skills, and be comfortable liaising at all levels of the business regularly.

KEY RESPONSIBILITIES

• Administrative support of TC EMEA leadership team (Managing Director, Directors and Associate Directors) and maintenance of Business Unit meeting minutes and reports.
• Management of schedules, calendars, and flow of content and information for the Business Unit Directors and senior team.
• Coordinate scheduling and logistics for Business Unit meetings.
• Manage Business Unit record keeping and proactively develop systems to facilitate and support the ongoing growth of the business unit.
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the Group.
• Write and distribute agendas, minutes proposals, and briefing documents for internal meetings, and follow up on action items.
• Support the Business Unit leadership team with the creation, management, and maintenance of internal budgeting, policy, and governing documents.
• Liaise with the relevant Group functions to provide data as requested by the Directors and Associate Directors.
• Support the accounting of TC EMEA team cross-charging to other Business Units.
• Support team communications and event planning, both in-person and virtually.
• Liaise with Group Business Support Team functions (IT, Human Resources, Marketing & Business Development, Finance and Studios) on TC EMEA needs and initiatives.
• Represent the Business Unit in Group Business Support Team meetings, as required.
• Coordinate team social and in-person activities in line with companywide and regional in-person socials.
• Coordinate and maintain client relationships and assist in organising external events and meetings.Other tasks as
• assigned to support the Managing Director and TC EMEA leadership team.

This list is not intended to be exhaustive and may be subject to alteration over time as we develop the service.

QUALIFICATIONS & SKILLS We are open to receiving applications from candidates with a varied range of experience and education. If you meet most of the qualifications below, we encourage you to apply.

ESSENTIAL

• Minimum 3 years of experience as an administrative assistant, business assistant, coordinator or similar role, supporting a senior leadership team, business unit, or organisation.
• Experience within the theatre, events, media and entertainment, architecture, construction or related field.
• Minimum 3 years of experience using business tools and applications, including Microsoft Office, with particular comfort working in Outlook, Excel and Adobe Acrobat, or equivalent.

DESIRABLE

• Ability to maintain company and client confidentiality while using discretion with the sharing of information.
• Excellent interpersonal and verbal and written communication skills.
• Experience of translating data into a variety of reporting formats, while meeting deadlines and providing information that is accurate, timely, and consistent.
• Experience of undertaking general business management tasks including business continuity and quality assurance.
• Experience of developing internal processes and filing systems.
• Experience of building and maintaining good working relationships with stakeholders and other business functions.
• Proactive approach with the ability to be self-motivated and work under tight deadlines.
• Strong time management skills and the ability to organise and coordinate multiple projects simultaneously.
• Ability to work independently and as part of a team.
• Flexible, adaptable team player who enjoys a challenge.
• Relevant qualification in business, marketing, or related field.
• Knowledge of and an interest in the performing arts industry and/or the architectural/construction industry.

EMPLOYMENT DETAILS The role is being offered at 24 hours per week (to be arranged flexibly between Monday-Friday), including a comprehensive benefits package, plus an hour per day (unpaid) for lunch, with an understanding that flexible working hours will apply to meet our clients needs and to accommodate the companys global time zones. Charcoalblue does not provide for the payment of overtime. The nature of the job and the Partnerships business could occasionally entail some work outside normal working hours.

There is a three-month probationary period for permanent roles.

We are currently working in a distributed (remote) model, meaning you will work from your home (or other place of your choosing) with optional regular working hours at one of our UK studios (London or Bristol). We will provide you with the necessary IT hardware and software to enable you to carry out your role successfully in line with your duties.

Please note, although the role is distributed, the successful applicant must be based in the UK to effectively meet the current needs of our work and local team, and you should be able and willing to travel to external meetings and our UK studios as required, with notice.

Annual leave entitlement: 12 days minimum per annum (based on 24 work hours per week), plus statutory public holidays. We traditionally close our studios between Christmas and New Years Day, resulting in an additional average 4-5 holiday days per annum.

EMPLOYEE BENEFITS Charcoalblue operates a bonus scheme which you will benefit from following successful completion of a three-month probationary period as a permanent employee. Please note that this is subject to the Partnerships performance year on year and is not guaranteed.

Following successful completion of your probationary period, you will be eligible to participate in our company benefits package, including our pension auto-enrolment scheme, our annual bonus scheme and allocation of theatre or other live event tickets per month. We offer this benefit to encourage you to immerse yourself in the theatre and arts industry as far as possible. We will also contribute to your home broadband and give you a monthly contribution towards your home utilities to enable you to work from home effectively in line with our distributed working model. Other benefits are accumulative as you progress with the company.

Following successful completion of your second year, you will be eligible to join our Private Health Insurance plan, in line with our company policy.

SALARY The salary range for this role is £19,000 - £23,000 per annum (based on a 24-hour working week)
Please state your salary expectations in your covering letter in line with your experience.
Charcoalblue intends to offer the selected candidate base pay within this range, dependent on job-related, non-discriminatory factors such as experience. Base pay is one part of the total rewards that Charcoalblue provides to compensate and recognize employees for their work. Charcoalblue provides a robust benefits package to help support you physically, financially, and emotionally through the big milestones and in your everyday life. Please visit our careers page for more details.

START DATE August 2023

EQUITY, DIVERSITY & INCLUSION OVERVIEW Charcoalblue is an equal opportunities employer, actively working towards becoming an inclusive organization. We work consistently to ensure elimination of unfair and discriminatory practices within the company and encourage full contribution from its diverse community.

Our mission is to manifest an inclusive ethos by creating a diverse and inclusive working environment across our practice. Recruitment opportunities are open to all, but we are particularly keen to hear from ethnically diverse and disabled candidates, as these groups are currently underrepresented within our teams.

If you require this application in a different format or need support during the application process, please contact Euna Pae via email (euna.pae@charcoalblue.com). Equally, please contact Euna if you have any questions in relation to access, or how the role might need to respond to your personal circumstances.

Charcoalblue aims to provide a service that does not discriminate against its clients and customers and works to ensure all can access the services and goods supplied by the company. We believe that all employees and clients are entitled to be treated with respect and dignity.