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About the Role

You will be the strategic engine behind our VP, ECD, MD, and ESD, protecting their time and maximizing their impact by anticipating business needs. You will navigate complex travel, new business triage, and ensure seamless execution of important meetings, maintaining high standards for all guests.

Responsibilities

• Organize and book travel for T2 and T3, and support the wider London team with Koto’s travel management platform.
• Manage expenses for the leadership team and accurately track project-related travel or entertainment costs.
• Actively screen and direct communications to ensure all inquiries are met.
• Interlock with Koto’s global EA team to ensure best practice and cultural resonance.
• Assess the seniority and scale of incoming new business leads to determine appropriate leadership presence.
• Prep rooms to suit the specific tone and needs of T2 and T3’s meetings, and act as their primary host for visitors.
• Ensure meetings have agendas and clear objectives, and follow up on action items.
• Operate comfortably between Koto’s tools and communication channels such as Slack, Google, and Pitch.
• Provide trusted support for London’s studio management and operations, stepping up to fill gaps, support cultural events, and keep the studio running smoothly.
• Manage London’s T2 and T3 diaries, understanding priorities and acting as their all-seeing eye for the week ahead.
• Provide a deep understanding of the support needed by the VP, ECD, MD, and ESD.

Requirements

• High IQ and EQ.
• Thrives in the details.
• Great communicator (written and verbally).
• Intuitive side.
• Willingness to operate and move comfortably between Koto’s tools and communication channels such as Slack, Google, and Pitch.
• Proactively stepping up and leaning in to fill gaps, throw energy at cultural events, and keep the studio and the business running smoothly.
• Deep understanding of the type of support your VP, ECD, MD and ESD need from you.

Skills

• Travel management
• Expense management
• Communication
• Meeting preparation
• Diary management
• Studio management
• Operations support

Location

• London

Work Type

• In-person
• Optional WFH day on Friday
• Additional 20 days remote a year

Experience Level

• Strategic partner to leadership
• Understudy for studio management and operations

Salary/Compensations

• Discretionary annual bonus of up to 10% of salary

Benefits

• Meaningful and regular access to manager for personal development and career trajectory.
• Promotions and pay increases.
• Support in taking family leave.
• Significant paid maternity and paternity leave.
• 25 days holiday yearly, in addition to UK bank holidays (on average eight).
• One additional holiday day per year (capped at 5 additional days).
• Studio closure between Christmas and New Year.
• Contribution of an additional 3% to Scottish Widows pension scheme.
• Private medical insurance via Vitality Health.
• Monthly ‘employee wellness’ benefits package via Juno of £75 per month.
• Access to YCN.
• Funding for relevant training opportunities.
• Reward for five years of service: £5,000 and five days holiday.
• Reward for ten years of service: £10,000 and four weeks holiday.
• Opportunity to work from any of the five Koto studios globally.

About the Company

• At Koto we encourage our team to be ‘rationally optimistic’ about the potential of our work, our clients, their businesses, and the power of brand.
• We pursue the best briefs, want to inspire meaningful work, and for those interested provide an opportunity to make the work of their lives.
• We are actively cultivating leadership, culture and spaces to encourage this.
• We encourage autonomy in each member of our team, allowing them to manage their own time, hours and personal commitments appropriately to complete work.

Equal Opportunity

• Koto is an equal environment for all its employees regardless of race, gender, age, or sexual preference.