The art of the perfect fit

EA, Arts Business Owner

Posted: 24.01.2023
Contract Type: Full-time
Job Type: Permanent
Location: London, UK
Tenure: Permanent
Job description:

Seeking an experienced EA to support a busy individual who is the founder of multiple businesses that they run and is on the board of trustees for multiple institutions.

The ideal candidate will have worked at a high level for over 5 years with an owner / CEO or founder previously. The candidate must be a discreet, dynamic professional and have a warm working manner and be readily available and looking professional / client facing at all times. This isn’t a 9-5 job but provides unparalleled opportunities for someone looking to become the all-important right hand to an owner.

In person and remote, autonomous working is required with a minimum of 3 days a week in person between a central London and south London location.

Some responsibilities include but are not limited to:

  • Proactively organising and maintaining business and personal diaries
  • Complex diary management and forward planning with a requirement to anticipate need
  • Team coordination of meetings and status notes
  • Inbox management (needs to have experience)
  • Longer term planning ahead of time
  • Arranging transport, travel, visas and accommodation
  • Occasionally travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations
  • Database management and support – ensuring every contact is saved and logged
  • Complex guest list management around multiple stakeholders and clients
  • Client relationship management including gifting – having a clear understanding of who is important and why and how the client develops and holds those relationships
  • Screening calls, enquiries and requests – including multiple inboxes across the businesses – elevating to founder and handling them when appropriate
  • Where relevant dealing with incoming emails and sometimes corresponding on behalf of the client
  • Carrying out background research and presenting findings
  • Producing documents, briefing papers, reports, and presentations (print outs for Trustee meetings etc)
  • Organising meetings and ensuring the client is well prepared, providing supporting material and writing follow up notes / minutes
  • Liaising with clients, suppliers, and other staff
  • Negotiating and liaison with brands and suppliers for gifting and managing this database
  • Organising social events and gifts for the team
  • Creating and maintaining new office systems
  • Tracking business and personal expenses and liaising with Finance team
  • Booking and managing personal appointments and events
  • Personal shopping and organising deliveries
  • Assisting with personal house / tech admin and paying bills

Ideal candidate:

  • An intuitive individual with a high degree of self-awareness and management
  • 5 years minimum experience in similar role and a want to be a career EA
  • Direct owner or founder experience essential
  • Diary planning / team management experience required
  • Ability to deal with various business conversations from new business to VIP
  • Comfortable working at a fast pace with lots of multi-tasking
  • Cheerful, with a positive lean in attitude, culturally curious, eager to hit the ground running
  • Not phased by multi-tasking
  • Capable, driven, and excited about new challenges and opportunities.
  • Discreet, professional manner
  • Passion for culture and developing relationships
  • Tech savvy with a clear ability to work: Powerpoint, InDesign, Microsoft Excel, Instagram, LinkedIn