Artichoke Executive Assistant To Artistic Director And Production Team

Main Duties

The Executive Assistant will primarily provide high level diary and organisational support to the Artistic Director, and also administrative support to the Production team. This role requires an individual with exceptional attention to detail, exemplary time keeping and the ability to manage a varied and busy list of tasks.

Artistic Director administration

To provide a high level of administrative support to the Artistic Director including the following regular tasks:

·  Manage and coordinate the Artistic Director’s diary, including booking meetings, travel and accommodation.

·  Manage and prepare meeting documents, agendas and information in advance of scheduled meetings.

·  Manage requests for Artistic Director’s attendance at external events and meetings.

·  Manage information flow in a timely and accurate manner.

·  Liaise with other staff members and Trustees on behalf of the Artistic Director.

·  Prepare presentations for the Artistic Director.

·  Draft papers and reports on behalf of the Artistic Director.

·  Draw up itineraries and schedules for business trips and site visits.

·  Be available at key points to the Artistic Director to ensure travel arrangements run smoothly.

·  Send correspondence on behalf of the Artistic Director when required.

·  Undertake research and tasks to support the Artistic Director as required.

·  Collate Artistic Director’s expenses each month to pass on to Finance department for payment.

·  Ensure all contact details are logged on our internal CRM database.

·  Maintain and manage filing systems.

·  Manage the reconciliation of financial paperwork on behalf of the Artistic Director.

·  Maintaining accurate records for reporting and future planning.

Production Department support

Provide admin support to the wider Production team, such as:

·  Co-ordinate and attend meetings, producing agendas and notes.

·  Follow up agreed meeting actions to ensure adherence to agreed timescales.

·  Assist the wider team with managing project timelines.

·  Ensure all contact details for suppliers, artists and contractors are logged on our internal CRM database.

·  Maintain and manage department filing systems.

·  Support and assist with any tasks as required by Director of Projects and Producers.

·  Undertake administrative duties to support the Production Department as required.

Financial support

·  Manage delegated areas of budget, if directed.

·  Collate financial information for the production department.

·  Manage paperwork relating to production expenses and pass on to Finance department for payment. 

Research and Reporting

·  Collate information relating to production related activity to contribute to reports for funders and sponsors.

·  Manage and collate information and data relating to sustainability monitoring.

General requirements of all Artichoke Employees

·  To contribute to the development of a professional working and learning environment within the organisation.

·  To contribute to the organisation’s understanding of diversity and its implications for the arts and to ensure that this understanding informs all the organisation’s activities.

·  To ensure adherence to the organisation’s policies and procedures with particular reference to Equal Opportunities and Health and Safety.

·  To work in a flexible manner in line with the organisation’s corporate objectives and role and to be willing to undertake other duties as reasonably requested.

·  To provide excellent customer care in dealings with the public.

This job description is not exhaustive and the post holder may be required to undertake other such duties from time to time.

Skills and Experience Required

Essential Skills

Personal Approach

• Dynamic approach to problem solving.
• Proven ability to work independently with excellent time management skills.
• Enthusiasm for ensuring the smooth running of the Artistic Director’s diary.
• A keen eye for detail.

Executive Assistant Experience

• Minimum entry-level industry experience of managing diary and undertaking tasks for CEO or Senior staff member.
• Proactive approach to problem solving and management of complex workload. 

Arts Industry Knowledge

• An understanding of the relationship between technical teams and artists.

Administration Skills

• Excellent Word, Excel and Powerpoint skills.
• Efficient and concise note-taker.

Communication Skills

• Excellent written and verbal communication skills.

Desirable Skills

• Experience of working within Customer Relationship Management System.
• Knowledge of work in the public realm.
• Experience of working directly with artists, and technical PRODUCTION TEAMs.
• Knowledge of the UK arts funding environment.
• Skills in rendering and preparing visual maps and plans through autocad or other software.
• Proficiency in another language.