Administrator

We are seeking a US, West Coast (Bay Area), based Administrator to join our talented, global team. This is a mid-level administrative role to help us support a fast-growing area of Charcoalblue. Full details of the role can be found below.

To apply please complete the online application form and submit a short resume (1-2 pages max.) and a cover letter addressing the below prompts:

 

How your approach to and experience in administration makes you a strong candidate for this role.

Which of your previous experiences would you highlight as being particularly relevant to this role.

How you approach collaborative working with peers, leadership and external stakeholders (use examples).

How your communication styles will ensure success in this role.

Your salary expectations in line with your experience.

 

We look forward to receiving your application by 9am (PDT), Monday 13th September 2021. We will only accept applications via our online system. 

Initial interviews will likely be held online in the week commencing 20th September - time and date will be confirmed for short-listed candidates. A task may be set for those invited to 2nd round interview. 

 

Company Overview

Charcoalblue is widely regarded as the most exciting and innovative specialist theatre, live performance, events, and AV consultancy in the world. Since our foundation in the UK in 2004, Charcoalblue is now the largest organization of its kind. We have studios in London, Bristol, Glasgow, New York, Chicago and Melbourne and a distributed workforce based across the UK, USA, and Australia.

Charcoalblue Experience (CBX) is a dedicated business unit within the Charcoalblue group that applies our expertise gained from working with globally renowned cultural organizations to the workplace, sports, exhibition and events markets.

Working with several leading companies, Charcoalblue Experience works with any business looking to create spaces for collaboration and storytelling that wants to deliver an enhanced experience for staff, visitors, guests and spectators. Project include hybrid workplaces, one-off event spaces, sports facilities, broadcast studios, conference centres, and ecosystems across entire buildings and campuses.

Our CBX team includes specialist Project Managers, Design Managers, Research & Development (R&D) consultants, technical drawing and standards Consultants, Producers, and Administrators and they often work closely with single clients and are fully embedded into their workflow and teams.

 

E: recruitment@charcoalblue.com

W: www.charcoalblue.com

 

Note - we work in a distributed model, so the role can initially be undertaken from home. We are planning a physical presence in the Bay Area and once this is established, you will become studio-based for all or much of your working week, and as such, you should be located within easy commuting distance of Silicon Valley and be willing and able to attend the studio (and occasionally our other studios) as required. This will be discussed in more detail should you reach the final interview stage.

 

Brief Description of Role

This is a new and wide-ranging role established to support the growth of the CBX dedicated business unit within Charcoalblue as set out above. It is a mid-level role, and as such, you will be line managed day to day by our CBX Service Manager based in the UK. However, you will be the sole Administrator (for the time being) supporting our team in the Bay Area, as well as the wider CBX team. You will be key to helping develop the administrative and HR functions and processes for the CBX team, in partnership with the wider administrative team for the Charcoalblue group.  You will receive regular check-ins with your line manager to enable you to succeed in the role.

As you grow in the role, you will become instrumental in helping to recruit additional CBX team members for the North American team as we continue to grow the business unit. Alongside this, you will support on CBX HR matters, liasing with the US HR Manger and CBX Service Manager as required. You will also play a vital support role on the CBX team’s Training & Development needs within your region, working closely with Charcoalblue’s dedicated group Training & Development Coordinator. You will also be responsible for undertaking general administrative tasks in the Bay Area, taking responsibility for the smooth running of our new studio once established, as well as supporting the North American team with administrative requests as required.  Charcoalblue is currently based across three entities (UK, USA and Australia) and this is an exciting opportunity for a competent Administrator to grow their experience whilst helping shape the culture and company growth in the Bay Area and for our CBX business unit. 

 

Key Duties

You will support the CBX Service Manager, CBX leadership, CBX project team and the US HR Manager on a range of duties including:

 

Strategic responsibilities

Providing dedicated administration and HR support to colleagues on the West Coast and the North American CBX team as required and escalating to the CBX Service Manager and/or US HR Manager where appropriate. 

Acting as a key point of contact for the region's CBX team on all matters relating to business support for this business unit.

Coordinating with other Charcoalblue Business Support/administrative team members to ensure smooth operations and a common approach on local & global company culture and initiatives.

 

Recruitment

Providing day to day support on the US CBX recruitment needs including promotion of best practices in line with Charcoalblue group initiatives (under the direction of the CBX Service Manager).

Creating and managing US job advertisements and postings in line with our internal processes.

Maintaining and managing our candidate database and applicant tracking system for US CBX candidates.

Organizing interview schedules in line with agreed timelines.

Attending & participating in panel discussions and taking an active role in interviews; asking questions, recording notes/feedback and next steps.

Replying to candidates including supporting on role negotiations where appropriate and collating references.

Coordinating new starter induction schedules and sessions in conjunction with the group Training & Development Coordinator and CBX Service Manager.

Supporting on championing Diversity, Equity and Inclusion across the team in line with our existing internal policies & Best Practice.

 

People Management and Support

Coordinating, attending and recording team performance reviews in collaboration with US CBX line managers and ensuring goals are met (in conjunction with the group Training & Development Coordinator).

Point of contact for US CBX team day to day HR queries with support from the US HR Manager and CB’s Professional Employer Organization (PEO).

Maintaining HR records for the US CBX team in line with Charcoalblue policies.

 

Training and Development

Supporting on developing and maintaining a training log and scheduling sessions for US CBX team members – in conjunction with the group Training & Development Coordinator.

 

Business Development

Supporting on US CBX bid documentation and organization of business development materials and resources as required.

 

Finance and contracts

Supporting on administration of CBX US employment and client contracts, purchase orders and scope of work documentation.

Supporting on administration of CBX US team expense sign-offs in line with Charcoalblue policy.

 

General Administration

Supporting on the establishment of a new studio in the Bay Area, currently planned to open late 2021.

Managing all local studio day to day logistics, including facilities management tasks, sourcing local suppliers and establishing relationships with external stakeholders.

Administering Bay Area team travel and accommodation booking requirements in line with Company policy.

Arranging internal and external (client) meetings, including coordination of diaries across our time zones.

Supporting on delivery and configuration of the team’s IT requirements.

Managing and developing Bay Area Studio or project Health & Safety tasks and protocol as required.

Upholding the quality standards of Charcoalblue in line our ISO:9001 standard Quality Management System.

Undertaking continual improvement within work practices through internal audits.

Other ad hoc general administrative as required.

 

As this is a new role, this list is not intended to be exhaustive and may alter over time.

 

 

Key Skills and Qualifications

 

Essential

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

 

Qualifications

A Bachelor level degree in Arts Administration, Business Management, Arts or Science plus 2+ years’ industry experience in administration, HR & Recruitment within a related industry (performing arts/architecture/events/construction/design).

Or in lieu of a degree: 4+ years' demonstrable experience of professional administration including having carried out HR & Recruitment duties within a related industry (as set out above).

 

Desirable

An HR qualification (SHRM or similar).

Experience of working as part of a distributed, international team.

Experience of working within a fast-paced administrative team and having contributed to opening or reconfiguring an office.

An interest in design and delivery of construction projects.

An interest in the performing arts, events or experiential spaces.

 

Interpersonal Skills

Highly organized, excellent time management skills, reliable. 

Ability to work successfully on own initiative, as well as part of a local and global team.

Friendly, professional manner.

Attention to detail and high level of accuracy.

Excellent communications skills, both verbal and written.

Adept at multi-tasking.

Able to work calmly under pressure.

Flexibility and adaptability to changing business needs.

Ability to manage and prioritize a diverse workload, sometimes in a pressured environment; meet deadlines; maintain both perspective and a sense of humor.

Numerate; ability to manage simple budgets and basic finance tasks as required.

 

Professional Experience required

Significant administrative or business support experience in an events, performing arts, architecture or construction related environment.

Experience of running and actively participating in recruitment campaigns.

High level of IT literacy (Google docs, Windows 10, Outlook, Word, Excel, Adobe Acrobat).

 

Employment Details

 

Hours

We operate a flexible working hours policy and recognize the importance of the work/life balance.

The role is being offered on a non-exempt basis at 40 hours per week, however as part of our flexible working policy and to encourage a diverse range of applicants, we are open to considering applicants who may wish or need to commit to working fewer hours per week (ideally no less than 32 hours per week). If applicable, please state your preference in your covering letter.

As an international organization, the needs of the business are as such that this role requires a flexibility in working hours (which can be variable from week to week) to facilitate project demands and maintain support across our global entities’ varying time-zones. 

Working hours patterns will be discussed in more detail at the interview stages and as your Line Manager will generally be working on UK time you should feel comfortable communicating/working outside of standard US office hours as required.

The role is subject to a three-month probationary period.

 

Location

We are currently working in a distributed model (remote working), so at commencement, you will work mostly from your home or other place of your choosing. Once a physical CB presence in the Bay Area has been established (with your help!), you will be expected to conduct most or all of your working hours from there. Local CBX team meetings and in-person catchups will generally happen in our Bay Area location or other CB studios or local client offices once COVID restrictions are fully lifted.

Some national and international travel may be required occasionally so you must be able to travel as required, with notice.

 

Salary Range

$57,000- $67,000 gross per annum, based on a 40-hour week. Please state your salary expectations in your covering letter in line with your experience and preferred working hours per week.

 

Annual Leave

Based on a 40 hour working week, you will receive 15 days’ * paid holiday per year, plus Federal and some local Public Holidays, plus some additional discretionary days between Christmas and New Year. 

*We are currently trialing a new ‘unlimited leave’ annual leave policy so with prior arrangement there may be the opportunity to benefit from some additional days’ leave. More information will be provided to candidates reaching the interview stages.

 

Additional Benefits

To support you in successful remote/distributed working, you will receive a laptop and any other associated IT peripherals required for the role.

You will receive contributions towards your home broadband and utilities to enable you to work productively and comfortably.

Following 60 days of employment, you may be eligible to join our 401K scheme (employee contributions only).

Following 60 days of employment, you may be eligible to join our company healthcare scheme for the duration of your contract.

Following completion of your 3-month probationary period, you will receive two free theatre/live performance tickets per month in line with our Expenses Policy.

 

Start Date

October 2021
 

Equality & Diversity Policy 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 Partnership 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 Kabir Naidoo via email kabir.naidoo@charcoalblue.com or Lindsay Ricketts via telephone (212-645-0790). Equally, please contact Kabir if you have any questions in relation to access, or how the role might need to respond to your personal circumstances.

The Partnership 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 Partnership.

The Partnership believes that all employees and clients are entitled to be treated with respect and dignity.