The art of the perfect fit

EA to the Director, Art Gallery

Posted: 01.08.2022
Contract Type: Full-time
Job Type: Permanent
Closing Date: 08/08/2022
Pay: £33,282 - £37,972 p.a.
Location: London, UK
Tenure: Permanent
Job description:

Our client, an internationally-renowned centre for the teaching, research of art history and a major public gallery, is seeking an Executive Assistant to the Director.

The post-holder’s responsibilities include providing comprehensive administrative and operational support to the Director, delivering a confidential and highly sensitive executive support service, managing selected projects and developing trusted relationships with internal and external colleagues and stakeholders. The Executive Assistant role plays a key role in enabling the institution to meet its ambitions for the future.


You will:

  • be educated to degree level or equivalent
  • have experience of working in a client facing role, in an administrative or support role in an office environment
  • show excellent writing and organisational skills
  • a flexible approach to managing workload, team work and IT proficiency
  • ideally have an understanding of the Higher Education and cultural / museums and galleries sectors


The main duties and responsibilities for the Executive Assistant include:

Personal support:

  • Manage a complex and confidential diary, working closely with the Director to develop a specialist understanding of relative priorities and commitments at different times
  • Act as the first point of contact for the Directorate ensuring that all enquiries are screened and directed to the appropriate person in a professional manner in writing, on the telephone, or in person
  • Ensure that all briefings, documents, papers, invitations and general correspondence are dealt with on a timely basis through regular review meetings, proposing next steps, solutions to problems and drafting responses
  • Make international and domestic travel arrangements as required
  • Compose and review communications, including correspondence, board reports, articles, biographies, speeches and presentations, on behalf of the Director, researching content as required. Advise internal colleagues on the same
  • Administer all aspects of the Director’s budget, including invoices and expenses claims, submitting monthly expenses returns and receipts and monitoring spend throughout the year
  • Support the Director by undertaking occasional research projects, or contributing to special projects as requested and appropriate
  • Working with the marketing team, proactively develop the institution’s profile through the work of the Director, identifying opportunities and supporting on PR, press and public speaking engagements, and running selected social media channels

Executive management support:

  • Assist in timetabling the institutional calendar, booking meetings of the main governance Boards and committees according to governance hierarchy and reporting / decision- making needs
  • 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
  • Collaborate interdepartmentally to contribute to the greater efficiency of administrative processes
  • Prepare institutional FOI responses, working with central University of London colleagues

Office management:

  • Facilitate online, internal and external meetings, providing equipment and booking venues, travel and refreshments as required
  • Administer all other aspects of office management on behalf of the Director, including sorting post and emails to generic inboxes, record-keeping, filing, stationery orders, basic IT support, photocopying, arranging collections and deliveries
  • Support aspects of line management processes for the Director (e.g. recruitment; probation; appraisals; leave; professional development; induction and onboarding) according to institutional policies and procedures
  • Optimise administrative processes to support delivery of the Executive’s objectives
  • Proactively input and update contact information and touch point reports using Raiser’s Edge or other replacement CRM system.
  • Ensure that there are excellent communications between the Director, their senior team and other departments
  • Support the Director’s stewardship of honorary stakeholders (honorary graduands, Professors Emeriti and other retired faculty members with Dean’s Office; Honorary Research Fellows with the Research Forum team; and Honorary Fellows with Development staff)
  • Work closely with Development colleagues and the Director to steward prospective and existing donors and supporters; including organising, leading or supporting confidential visits and communications
  • Deliver an annual calendar of events of varying size hosted by the Director and / or Chair of Governing Board, for the express purposes of networking and stewardship of supporters and stakeholders other than donors