D.R.A.W. Recruitment

Executive Assistant – Contemporary Art Foundation


Contract Type: Full-time
Job Type: Permanent
Pay: Negotiable
Location: London, UK
Job description:

A rare opportunity has arisen for an experienced Executive Assistant/Chief of Staff to join an international art foundation. The Executive Assistant will be the primary point of contact between the Chair and the rest of the organisation, ensuring they all share the same level of information and alignment. The Executive Assistant will act as a key support to the Chair, coordinating and supporting  in day to day operations. The Executive Assistant will also act as a key funnel of information between the rest of the organisation, management and the Chair. The Executive Assistant will prepare and monitor all key decisions that need to be taken with the management board, discuss these on a regular with management and then get decisions from the Chair where applicable. The Executive Assistant will also act as a support to management in preparing annual strategic aims, management and board meetings.

In all representative and executive capacities, as well as with regards to general communication with the rest of the organisation, the Executive Assistant will co-ordinate closely with management.

The main responsibilities of this role are:

  1. Facilitate clear communication between the chair, management and the rest of the organisation. The EA will ensure that the Chair and management share the same level of information and are fully aligned on all strategic aims, priorities and key deliverables as well as processes across the organisation.
  2. Brief the Chair on key issues and collect relevant information across the organisation. Prepare actions for the Chair that are both detailed and relevant for consistency and flow of information back to the organisation. Act as a formal gate keeper and manage communication (correspondence and internal communication).
  3. To attend internal meetings/ act on behalf of the Chair towards the organisation. Oversee the preparation of quarterly meetings in order to facilitate the decision making process and assure that strategic aims are on track and schedule. Check budgets and timelines in the preparation of these quarterly meetings. Trouble shoot issues with key members of the staff in order to unblock and reveal possible problems and resistances before they become an issue.
  4. Prepare agendas and help in the preparation of materials for internal management meetings, board meetings etc,
  5. Assist the Chair and management in monitoring the execution of key processes and initiatives.
  6. Execute certain strategic and other initiatives on behalf of the Chair in close co-ordination with management
  7. Travel to the various foundation locations as necessary to ensure project delivery. Working laterally across the pillars of the foundation offering project and communication support as required.
  8. Assist with lead generation for fundraising opportunities, assist with preparing development literature and contracts, assist in arranging events as needed, to help secure alternative funding and budget relieving opportunities
  9. Providing the Chair with a human resource overview of the organisation and reporting to her on performance of personnel.

About  You

  • The right person will have a number of years’ experience as an Executive Assistant or Chief of Staff.
  • You will be used to managing multiple work streams and will be a strong communicator .
  • You will have a good education background ideally with a qualification and/or experience in business.
  • An interest and experience in the contemporary art world is advantageous
  • You will be able to act as a right hand to the principle and will be willing to travel as part of your role.
  • German and/or Spanish language skills are advantageous.