Our client, an Art Gallery in Central London, is seeking an Executive Assistant to their Chief Finance and Strategy Officer (CFSO).
The post-holder’s responsibilities, as a member of the executive support team led by the Governance and Executive Manager, include providing comprehensive administrative and operational support to the CFSO, delivering a confidential and highly sensitive executive support service, managing selected projects and developing trusted relationships with internal and external colleagues and stakeholders.
Main Duties and Responsibilities
Working as part of the executive support team, the Executive Assistant will:
- Manage a complex and confidential diary, making decisions based on proactive research and specialist understanding of relative priorities at different times
- Manage email inboxes on behalf of the CFSO, prioritising incoming correspondence and maintaining a strong and accurate email filing system
- Brief the CFSO regularly on their schedule, researching and providing necessary background information for appointments
- Oversee action lists for the CFSO, finding ways forward and providing timely resolutions at weekly actions review meetings
- Assist in the preparation of meeting agendas, papers, reports and presentations; record and minute the same as needed.
- Liaise with other departments to ensure timely information gathering, advance paper preparation and dissemination.
- Support the CFSO by undertaking research projects, or contributing to or running special projects as requested and appropriate
- Compose and review communications, including correspondence, articles, biogs, speeches and presentations, on behalf of the CFSO, researching content as required
- Proactively develop institutions profile through the work of the CFSO, identifying opportunities and supporting on PR, press and public speaking engagements, and running selected social media channels
- Support the preparation of agendas, papers, reports and presentations for executive and governance meetings and away days, and record or minute the same, gathering information from colleagues as needed, with a high degree of accuracy
- Administer all aspects of the CFSO’s budget, monitoring spending throughout the year
- Collaborate interdepartmentally to contribute to the greater efficiency of the institution’s administrative processes
- Administer all other aspects of office management on behalf of the CFSO, including arranging and servicing meetings, record-keeping, filing, stationery orders, basic IT support
- Support aspects of line management on behalf of the CFSO (e.g. recruitment processes; probation; appraisals; leave; professional development; inducting and onboarding) according to institutional policies and procedures
- Work with the executive support team to optimise administrative processes supporting delivery of the executive’s objectives
- Ensure that there are excellent communications between the CFSO, the executive and other departments
- Demonstrate leadership and initiative in supporting the institution’s transformational programmes, championing their vision and objectives
- Maintain an up-to-date knowledge of the structure and organisation, the wider museums and higher education sectors and an appropriate understanding of the current internal and external environment
- Respect confidentiality and carry out all the duties and responsibilities in a professional manner and with due regard to the importance of the site and in compliance with all of its policies, but especially Equal Opportunities and Health and Safety.
- Undertake any other duties and responsibilities, when requested, which are commensurate with this role.
- A good standard of education to degree level or equivalent.
Knowledge and Experience
- Experience of working in a client-facing role (for example fundraising, marketing, recruitment, sales, events, communications, client relationship management, etc.).
- Experience of working in an administrative or support role in an office environment.
- Experience of using a range of resources to research and analyse a topic, and of presenting results in a clear and logical format.
- Understanding of the Higher Education and cultural / museums and galleries sectors.
Skills and Abilities
- Outstanding communication and interpersonal skills, with the ability to communicate confidently, professionally and effectively with a variety of stakeholders including senior management, donors, VIPs, academics and curators, alumni, and students.
- Excellent writing skills, with the ability to write and to edit others’ writing for a variety of contexts, including official reports, formal correspondence, the web, social media, and newsletters.
- Exceptional organisation skills with the ability to develop, implement and maintain efficient administrative and operational processes.
- Flexible approach to managing workload, with the ability to work on own initiative and to maintain balance among multiple competing priorities.
- Financially literate with the ability to establish, monitor and report on budgets.
- Effective, empathetic team player with the ability to direct and persuade others tactfully and to manage upwards.
- Creativity and initiative in identifying opportunities, anticipating challenges and negotiating solutions.
- IT proficient with ability to use standard software packages (e.g., Word, PowerPoint, Excel) and a range of social media platforms.
- Willingness to attend (both to work at and as an attendee) occasional evening/weekend events and to work out of hours on occasion).
- Experience of working in a fundraising team in the arts or higher education.
- Experience of using CRM databases (ideally Raiser’s Edge), design software (e.g. Adobe InDesign), and editing webpages with CMS (training will be provided if required).