Festival Assistant

Job Summary:Company: Festival RepublicDepartment: Production & LicensingLocation: Farringdon, London and onsiteReports to: Production Coordinators, Licensing Coordinator and Event ManagerWorking Hours: Full time and additional evening and weekend working when onsite for the festival.Contract type: Fixed term until January 2025Role DescriptionThis is an admin-based role to support the Event Management Team advancing and working onsite as a key part of the festival team. The main aim of the role is to assist the team with admin-based tasks supporting the Production and Licensing department.You will be working onsite during the festival itself but also for the festival build. It is expected that you will be working onsite from around 27th July until  4th September inclusive of weekends. Please only apply if you are able to commit to these dates.Demonstrable aptitude for:Detailed workJoined up thinkingAbility to prioritise and meet deadlinesWorking under pressure / in a pressurised environmentBehavioursThe following attributes determine how the role will be carried out and are required to be a successLevel-headedAccuracyJoined up thinkingAbility to prioritiseProactive approach to problem solvingWho you areCompetencies / Skills / Knowledge / ExperienceExceptional organisation skills and administrative skillsGood time management and ability to work under pressureAn ability to prioritise and recognise urgency when it arisesDemonstrable aptitude for detailed workExcellent proficiency with computers, especially Excel and WordCan cope with a level of physicalityBehavioursThe following attributes determine how the role will be carried out and are required to be a successAble to maintain a polite, professional, and helpful attitudeUnderstands the on-site environment and challenges, especially long hours and the British weather!An interest in creative production and the Arts is a plus but not a requirement!What the role includesGathering quotes, writing Purchase Orders and ensuring they are reflected in the budgetSending approved POs and relevant contracts to suppliers, uploading invoice information into finance sheet for payment and liaising with finance department ensuring they are paid on timeCarry out Year on Year costs comparisonsMonitoring credit card spending, ordering items as approved by Event Management, filing receipts and complete monthly credit card reconciliationsSourcing any ad-hoc items needed for the eventAssisting in sourcing on-site staff and crew. Onboarding seasonal staff.and collating required payroll and staff information.Updating shared documentation across all departments such as master supplier list, accreditation lists, contact list, etc.Attending all relevant production and licensing meetings, taking and sharing minutes and keeping track of action pointsAttending weekly All Teams MeetingsTaking meeting minutes on behalf of Event Management, Production and LicensingOnsite: troubleshooting issues as and when they occur, responding to changes on the site/specifications, etc.Assisting the Licensing Co-ordinator as delegated with the compliance of the event with all licensing and legal obligations as well as all other commitments made and the implementation of policiesAssisting with collating all contractors’ and staff requirements onsiteFeeding into the production schedule throughout the planning process and ensuring all contactors and staff arrival and departure details are included on it as well as licensing conditions and agency meetingsRaising invoice requisition forms for rechargesAs delegated collecting contractor debriefsAs delegated ensuring all plant and vehicles are correctly insuredAs delegated assessing and booking onsite and offsite accommodationRegular liaison with and progress reports to the Licensing Coordinator & Production CoordinatorAd hoc duties as and when required.Equal OpportunitiesWe are passionate and committed to our people and go beyond the rhetoric of diversity and inclusion.  You will be working in an inclusive environment and be encouraged to bring your whole self to work.  We will do all that we can to help you successfully balance your work and homelife.  As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with.  It’s talent that matters to us and we encourage applications from people irrespective of their gender, race, sexual orientation, religion, age, disability status or caring responsibilities.The CompanyFestival Republic is part of Live Nation Entertainment which is the world’s leading live entertainment company comprised of global market leaders: Ticketmaster, Live Nation Concerts, LN Media and Artist Nation Management.#FestivalRepublic