The Role
Provides administrative, coordination, and operational support to a technology studio. Responsibilities include diary and meeting management, resourcing, freelancer coordination, purchasing, financial administration, equipment tracking, presentations, research, AI and emerging-technology initiatives, Innovation Lab activities, and project support. The role requires strong organization, communication, adaptability, attention to detail, and an interest in creative technology, digital production, and innovation.
Summary Generated by Built In
Please note this is a 5-month FTC initially
The Technology Studio creates immersive, interactive and emerging-technology experiences for Imagination’s clients. We are looking for a proactive and organised Team Assistant to help the Studio operate effectively and contribute to its work across digital production, creative technology, AI and innovation.
The Technology Studio creates immersive, interactive and emerging-technology experiences for Imagination’s clients. We are looking for a proactive and organised Team Assistant to help the Studio operate effectively and contribute to its work across digital production, creative technology, AI and innovation.
You will help manage diaries, meetings, administration, resourcing, finances and equipment, while also supporting presentations, research, Innovation Lab activities and internal initiatives. However, this is not a conventional administrative role. We are looking for someone curious, adaptable and willing to take on different types of challenges. You may be coordinating freelancers one day, researching an emerging technology the next, and then helping prepare a client presentation or Innovation Lab event.
The role offers strong potential for progression. Depending on your interests, strengths and performance, it could provide a route into Creative Technology, Digital Production, Client Services or other disciplines within Imagination.
Key Responsibilities
Team and leadership support
- Provide day-to-day support to the Global Creative Technology Director and Head of Digital Production.
- Help manage diaries, schedule meetings and events for internal and external participants.
- Organise team, project and leadership meetings, including rooms, video calls and supporting materials.
- Prepare agendas, capture actions and help ensure agreed follow-ups are completed.
- Support travel arrangements, expenses, purchasing and other administrative requirements.
- Handle sensitive or confidential information appropriately.
Studio coordination
- Help maintain team plans, project trackers, resource information and reporting documents.
- Coordinate the onboarding and offboarding of employees, freelancers and other collaborators.
- Liaise with HR, IT, Finance, Production and other departments to ensure people have the access, equipment and information they need.
- Raise purchase orders, process invoices and support project and departmental financial administration.
- Help organise team events, training sessions, workshops and social activities.
- Owning our client asset and license trackers, ensuring media and licenses are logged during job wrap
- Asset Research, liaising, briefing and buying in stock media (3D, images and video)
Presentations and communication
- Support the creation and formatting of internal and client-facing presentations.
- Turn research, notes and project information into clear, well-structured slides.
- Help maintain credentials, case studies, project summaries and other Technology Studio materials.
- Gather updates from across the team and support internal communications about projects, innovation and new capabilities.
- Proofread and quality check documents before they are shared.
- Undertake focused research into AI, emerging technologies, tools and relevant industry developments.
- Summarise findings clearly, identifying potential applications for Imagination and its clients.
- Support AI and innovation initiatives, including research, coordination, documentation and presentations.
- Experiment with approved AI tools to improve research, administration and content development processes.
- Help organise demonstrations, internal learning sessions and technology show-and-tells.
- Apply appropriate care to the accuracy, confidentiality and responsible use of AI generated material.
- Support the Lab manager in helping keep the Innovation Lab organised, presentable and ready for client and internal sessions.
- Coordinate bookings, demonstrations, visitors, equipment and supporting materials.
- Assist with the preparation and delivery of Lab tours, workshops and events.
- Work with specialists to ensure prototypes and demonstrations are ready and correctly presented.
- Support the Lab Manager to maintain an overview of Lab equipment, experiences and supporting information.
- Support the booking and administration of freelancers and specialist suppliers.
- Liaise with relevant teams to ensure contracts, purchase orders, system access and payments are progressed.
- Maintain records of Technology Studio hardware and equipment.
- Coordinate equipment bookings, loans, returns and storage.
- Support the preparation of equipment and materials for events, installations, workshops and on-site delivery.
- Provide coordination and administrative support to digital projects when required.
- Support research, supplier coordination, workshop preparation and small project budgets.
- Assist teams during busy delivery periods, including occasional on-site support where appropriate.
Skills, Knowledge & Expertise
- Previous experience in an administrative, coordination, production or team-support role is desirable. Internships and relevant work experience will be considered.
- Experience in a creative agency, production company, technology business or similar environment would be useful, but is not essential.
- Strong organisational skills and close attention to detail.
- Confident using Google Workspace and/or Microsoft Office, particularly presentation and spreadsheet software.
- Able to create clear, professional and visually consistent presentations.
- Strong written and verbal communication skills.
- Comfortable learning new digital tools and working with technology focused teams.
- An interest in AI, emerging technology, digital experiences or creative production.
- Able to manage multiple priorities and follow tasks through to completion
Personal attributes
- Proactive and willing to take ownership rather than wait to be instructed.
- Curious about technology, creativity and how new ideas can be applied.
- Resourceful and comfortable tackling unfamiliar challenges.
- Broadly capable across different areas, with the potential to develop deeper expertise over time.
- Positive, approachable and able to build relationships across different disciplines and levels of seniority.
- Calm under pressure and able to respond constructively when priorities change.
- Collaborative, inclusive and willing to help others.
- Ambitious and motivated to learn, develop and progress.
- Practical, dependable and committed to producing high-quality work.
This role is intended to be an entry point into the wider work of the Technology Studio, rather than a fixed administrative track.
The successful candidate will gain exposure to client projects, digital production, creative technology, AI and innovation, alongside the core operational responsibilities of the role. There is strong potential to develop towards Creative Technology, Digital Production, Client Services or another relevant discipline, based on individual aptitude, interests, performance and business requirements.
Job Benefits
Wellness
- Private Medical Insurance (including discounted gym options)
- Discounted Healthcare Cash Plan
- Discounted Private Dental Insurance
- Paid leave to support caring requirements, dependents, sickness, compassionate leave etc.
- Employee Assistance Programme (Help@ hand)
- In-Office Gym (London office only)
- Life Insurance - 4xsalary
- Annual Health Assessment & Flu Vaccinations
- Trained Mental Health First Aiders are available for support
Benefits
- 25 Days Annual Leave (pro-rata for part-time roles)
- Birthday Day Off plus a birthday gift
- Discretionary Annual Bonus
- Generous Family Leave Policies with coaching and support for new parents
- Tailored Learning & Development for Career Development
- Enhanced Pension Contributions
- Cycle-to-Work Scheme
- Season Ticket Travel Loans
- Income Protection (employee-only benefit)
- Subsidised Electric Car Scheme
- Home Technology Scheme (tax-efficient loan for tech equipment)
- Unpaid Sabbatical opportunities
Perks
- Hybrid Working (3 in-office days per week)
- Company Events and socials
- Pet-friendly office
- Lunch & Learns sessions
- Wellness & Educational webinars
- Subsidised Café (London office only)
Skills Required
- Strong organizational skills and close attention to detail
- Confident use of Google Workspace and/or Microsoft Office, particularly presentation and spreadsheet software
- Ability to create clear, professional, and visually consistent presentations
- Strong written and verbal communication skills
- Ability to learn new digital tools and work with technology-focused teams
- Interest in AI, emerging technology, digital experiences, or creative production
- Ability to manage multiple priorities and follow tasks through to completion
- Proactive, resourceful, adaptable, and willing to take ownership
- Previous experience in an administrative, coordination, production, or team-support role
- Experience in a creative agency, production company, technology business, or similar environment
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The Company
What We Do
Imagination is an Experience Design Company headquartered in London, with 13 studios worldwide. Founded over 50 years ago on a principle of Independent Creativity - we bring together diverse groups of strategic, creative and practical people to find creative and inspired answers to client challenges. We remain independent to this day. We have earned a reputation for consistently challenging and changing the status quo, through our core offers of Consulting, Destinations, Content and Live. Imagination’s clients include LG, Ford, IKEA, LVMH, Samsung, Jaguar Land Rover, HSBC, Major League Baseball, 3M, Turkish Airlines, Shell and Telstra. Imagination was awarded silver at Campaign’s Global Brand Experience Agency of the Year Awards 2022, ranked 38 in Newsweek’s UK Top 100 Most Loved Workplaces 2022 and won the Grand Prix award at Campaign Tech Awards for their recent work with Visa Masters of Movement
