Team Assistant, Archive

Job Description

Who We Are:

IMG is a global leader in sports, fashion, events and media. The company manages some of the world's greatest athletes and fashion icons; owns and operates hundreds of live events annually; and is a leading independent producer and distributor of sports and entertainment media. IMG also specializes in licensing, sports training and league development. IMG is a subsidiary of Endeavor, a global sports and entertainment company.

IMG Archive:

We are a leader in managing and licensing sports archive content and are the trusted partner to over 30 federations including the Premier League, Wimbledon World Rugby, Wimbledon, R&A, ATP Media, LPGA and UFC.

We represent over 500,000 hours of premium sports archive spanning 120 years including full matches, highlights, interviews, ISOs and programming in 4K, 3D and HR=D.

IMG's global sales team and dedicated archive platform provide an end-to-end solution for brands and producers wishing to license archive footage.

We connect storytellers and creatives to the content that matters from the world's leading sports organisations and rightsholders.

What You'll Do:

Join our dynamic team and play a key role in supporting the London Archive sales team with precision and flair!

You'll take the lead on managing deals, issuing contracts, and invoices while streamlining processes to keep everything running smoothly. Beyond the numbers, you'll be the go-to expert for training the team on our systems and helping develop innovative solutions for smarter ways of working. Your organizational superpowers will shine as you manage diaries, coordinate travel, and support our senior team, while also planning team events and socials to keep things lively.

From creating standout presentations to being a vital point of contact across a global team, you'll juggle it all with creativity and confidence.

If you thrive on variety, enjoy working with people worldwide, and are ready to roll up your sleeves for an exciting challenge, this is the role for you! Flexibility for occasional unsocial hours and a love for problem-solving are all part of the fun.

PLEASE NOTE: This is a Permanent contract based our facility in Chiswick Park, London

Applications will close on Sunday 15th December at 11.59pm UK Time.

Key Responsibilities Include But Not Limited To:
• Having sole responsibility for entering all Stadium deals from the London Archive team and issuing the paperwork (contracts and invoices) generated for each deal
• Ensuring accurate records and processes are in place for efficiencies here and to ensure the sales team are educated/trained on Stadium and Legal Online to ensure they understand how the systems work
• Ensuring all federation approval pdf documents are uploaded to Legal Online in a timely manner
• Emailing (default) all paperwork (contract and invoices) to all external customers. Ensuring individual sales execs are always copied so they can chase any outstanding invoices
• Using Adobe eSign as our default contract issuing system
• To be part of the internal development team responsible for the ''System Generated'' contracting system for Stadium/Legal Online (LO).
• Producing quarterly projection reports and always looking to reduce the time these take to conclude and improve the processes
• Responsible for maintaining all diary, travel and logistical arrangements for Content and Channels Senior Vice President as well as certain other team members when needed. Provision of detailed itineraries for team and client trips and meetings.
• Responsible for submitting Content and Channels Senior Vice President expense reports and ensuring that it is tracked and reported back to senior management as well as training and ensuring all London Archive team members' individually submit their own expenses in a timely manner
• Taking minutes in meetings when required and communicating these to the global team
• Assist in development of sales reporting and individual federation ''drill through'' reports when required using (IMG adopted CRM systems).
• Assisting in producing and developing presentation decks for external and internal use.
• Arranging meetings and dial in codes for specific meetings, sometimes including refreshments and lunches. Point of contact for all guests arriving in reception.
• Organising the annual Content and Channels Retreat, periodic team socials and other team building exercises throughout the year.
• Assist in set up (as and when necessary) industry trade shows and/or client meetings.
• Prioritise and communicate calls, messages, documents, emails and other correspondence when the team are travelling/in meetings.
• Prepare presentations for certain team members. Liaise and assist the IMG creative team when necessary.
• You may also be required to carry out any other duties which are within the scope and purpose of the job.
• Working with a worldwide team, liaising with those travelling in different time zones (being open to calls outside office hours, if occasionally required)
• Unsocial hours, dictated as and when by the demands of the business schedule.

You Will Have The Following Strengths:
• Solid administrative experience
• Understanding of the sales process would be highly advantageous
• Demonstrable knowledge and experience of managing and processing invoices, and other common corporate administration processes.
• Ability to use initiative when undertaking of tasks and to work in an efficient manner.
• Effective support for Senior Management Team
• Effective diary management
• Effective administrative systems and processes maintained across the business
• Effective and timely creation of presentation and other key document

We'd Love If You Also Have These:
• Good general knowledge and interest in sports, entertainment and media would be advantageous
• Strong organisational skills that enable the individual to prioritise a varied work-load and have the ability to multi task. Priorities will often change to dictate focus of work – the candidate must have the ability to handle competing demands and last-minute changes effectively.
• Excellent time management skills, ability to work calmly under pressure whilst meeting deadlines.
• A strong team player that is flexible dependent on business demand and loves being part of collective success and willing to go out of their way to help others.
• Excellent oral and written communication skills - There will be regular contact with key internal and external stakeholders and partners.
• Positive, professional, proactive, diligent and flexible approach to work.
• An eye for details – aptitude for precision and accuracy. Calm and professional manner when working under pressure
• Familiarity of dealing with financial reports, contracts and other business documents.
• Experience with using Adobe software such as Photoshop, Illustrator and In Design (for presentation use).
Our Vision – Power the World's Passion for Sport.
Our Mission – Be Vital. Work as one.

And Our Values:
• We are BOLD and not afraid to take risks.
• We are PASSIONATE and proud of our legacy.
• We are DYNAMIC and constantly evolving.
• We are AUTHENTIC and human.
• We are UNITED in our pursuit of excellence.
Our Work Ethic:

IMG is at the center of sports, media, entertainment, and fashion and is a largely relationship-based business. To foster an environment of collaboration, develop our future talent, and bu

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Jobcode: Reference SBJ-royzk2-18-223-238-38-42 in your application.