The Resource Assistant role is integral to the smooth running of Made Thought, ensuring that we deliver the best quality work for our clients in a timely, cost effective and imaginative way. The Resource team sits at the core of the studio, providing a clear understanding of the resources available and what is required within each project, working hand in hand with the Senior Resource Manager, Client Services team and Creative Leads to provide intelligent resource planning and effective casting across the studio. You will be responsible for assisting with correct allocation, planning and forecasting of projects ensuring the project is set up for success from the outset, with the appropriate cast of team and right timeline in place. You will also be responsible for supporting on Freelance requirements, ensuring all talent is placed correctly and set up within the studio.

RESPONSIBILITIES

— Maintain and enhance the Studio’s Time Planner, focussing on both the immediate weeks and future quarters, ensuring that all project planning is up-to-date and accurate

— Work closely with the People Assistant to plot in all Training programs for the team and internal asks

— Support the Senior Resource Manger during the weekly resource planning meetings and assist with providing solutions between account managers or others requesting resource, ensuring all requests are accurately reflected in the Time Planner

— Maintain and update Made Thought’s international ‘black book’ of reputable and trusted freelancers, managing bookings and introduce to the relevant teams so that briefings and equipment are set up in time for the booking

— Working with the Finance team to accurately document all freelance bookings, whether through agents or directly, ensuring all invoices and weekly timesheets are logged for each freelancer, managing this process smoothly between freelancer and wider team

— Maintain and establish relationships with Talent agencies, representing Made Thought professionally and continuing positive partnerships

— Ensure all freelancers have signed NDAs and consultancy agreements and that all relevant documents are kept up to date in line with UK and US laws and guidance

— Be responsible for completing all ir35 assessments on the KPMG software and sent out to all freelancers / agents

— Monitor timesheets weekly, working closely with the finance team to ensure all timesheets are logged accurately and on time

— Be responsible for entering and authorising freelance timesheets and Senior members of the studio

— Support the People Assistant in reporting Sickness and other leave requests and ensuring relevant cover and support is put in place

— Monitor the Recruit inbox for London and New York, filing relevant submissions and adding to the Talent Notion boards where appropriate

— Completing and monitoring the in-studio Design Skills Audit program and escalating to the Senior Resource Manager and People team where possible training might be implemented.

SKILLS & EXPERIENCE

— Knowledge of the creative industry and understanding of creative roles and requirements beneficial

— A calm and methodical approach when problem solving within a high-pressured environment

— Experience in balancing multiple requests and personality types

— Confidence with maintaining admin systems

— Interest in Design and the Creative industry essential

EXPERTISE

— Excellent written and oral communication

— Microsoft office, Google workspace

— Paprika software beneficial but not essential

— Knowledge of Notion software beneficial