Fixed Term - 12 Months



Acquisitions Administrator & Team Assistant

Our Acquisitions & Programming department is now looking for a Acquisitions Administrator & Team Assistant. 

About the Role

Our Acquisitions & Programming department is now looking for a Acquisitions Administrator & Team Assistant. 

The role has two areas of focus; Acquisition Administration and Team Assistant. The split between the areas will approximately be 50-50.

The position will be based at our office in Chiswick, West London and is a full-time position working Monday – Friday 9am to 5.30pm, on a 12-month fixed-term contract.


Acquisitions Administration

The candidate will work together with the Acquisitions Managers/Executives, Programme Managers and Acquisitions Administrators within the Acquisitions & Programming department. 

They will support the department on a daily basis and administrate all new and on-going deals. This includes adding finalised deals to in-house database and coordinating all relevant paperwork associated to these deals as well as staying on top of contract terms, title selections, product delivery, payment terms, invoicing etc.


Team Assistant

Support with diary management, setting up and preparing for meetings, taking meetings notes and keeping documentation up to date. Book travel and accommodation. Manage the team’s industry events participation like MIPtv, MIPCOM and RealScreen. Support other members of the SMT as and when required.


Acquisitions Administration Responsibilties:

  • Manage Participation of Industry Markets and Events for the whole team, including registration, travel, accommodation and diaries for the VP and Head of Department
  • Responsible for the timely processing of all new acquisitions deals
  • Checking commercial terms on contracts and preparing for signature
  • Inputting commercial terms into the relevant in-house databases along with metadata (training will be provided in house)
  • Deal memos – drafting external and internal deal memos (short form agreement) and arranging for signatures
  • Transmission reports - complete transmission reports. Information gathered from Provys or any other system
  • Preparing and circulating relevant internal paperwork once contracts are signed
  • Maintaining existing deals with amendments and updates
  • Invoices – raising purchase orders for new deals and liaison with our Finance department re payment of invoices
  • General administration
  • Liaising with various internal departments such as Legal, Finance, Programme Planning as well as our offices abroad
  • Updating Legal pending lists, and Approval list
  • Export and circulate reports for the weekly catch-up meeting.


Team Assistant Responsibilities:

  • Help manage and maintain the VP’s diaries, including organising various meetings and events worldwide
  • Work closely with the VP and HoD to keep all materials related to the Channel Strategy up to date and circulated to all stakeholders
  • In collaboration with the other assistants for the Senior Managers, ensure all Senior Managers are aware of up-coming meetings and preparation requirements
  • Minute general meetings as required and complete research on behalf of the VP
  • Coordinate travel and accommodation requirements and ensure arrangements in place for the VP match their requirements
  • Submit expense claims and process as necessary on behalf of the VP
  • Maintain renewal of all department subscriptions
  • Create and assist with visa invite letters for the VPs and visiting colleagues
  • Assisting and support all members of the Senior Management team as and when required.


Ad hoc duties:

  • Handle travel arrangement for the department
  • Covering for the Other Administrators as required
  • Any other personal requests for the VP.


About You

Key Skills & Experience required:

  • Highly organised and detail oriented
  • Excellent knowledge of Excel and an aptitude for calculations and figures
  • Approach work positively and proactively with a can-do attitude
  • Excellent organisational skills, ability to multi-task and organise others
  • Ability to prioritise and work towards tight deadlines
  • Excellent verbal and written communication skills and ability to professionally represent the Senior Manager
  • Ability to develop and maintain strong working relationships at all levels
  • Ability to think ahead and anticipate needs before they arise
  • Ability to exercise discretion in dealing with confidential or sensitive matters
  • Confident and able to work on own initiative and with limited supervision
  • The candidate needs to be pro-active, self-motivated, dynamic and efficient, and be able to remain focused throughout repetitive but essential tasks.


This is a fantastic role for someone looking to work for a fast paced, successful and exciting international organisation within the media industry.


Next Step

To Apply:

If you would like to apply for the role or find out more, please click the 'apply' button to submit your CV and Cover Letter via grapevinejobs.

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