Executive Assistant, Contemporary Arts Foundation

Our client, a young, growing and fast-paced contemporary art organisation is looking for an experienced Executive Assistant to provide administrative and organisational support to our leadership facilitating communication and processes to ensure smooth and efficient day-to-day business. The role requires initiative, creativity and emotional intelligence to interact with care with artists, colleagues and collaborators. Experience in the art world is desired.

Responsibilities & Qualities

Key responsibilities include, but are not limited to:

• Managing an extremely active calendar of appointments
• Planning, scheduling, meetings & bookings
• Arranging complex and detailed travel plans, itineraries, and agendas
• Coordinating & organising artist studio visits (internationally)
• Research tasks
• composing and preparing correspondence – Inter-departmental & external communication
• Provides a bridge for smooth communication between the Director and internal departments
• Attends and documents meetings on behalf of the Directors
• Putting together presentations, organising excel sheets
• Personal expenses and travel arrangements
• Prioritises conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

Profile

• Exceptional written and interpersonal skills
• Has an interest in arts & culture. Broad knowledge of art history
• A strong professional track record in art administration and planning, very organized
• Close familiarity with museum and contemporary art venue practices
• Ability to thrive in a fast-paced environment
• Ability to work a flexible schedule, including weekends, as is common in the industry
• Has an appreciation for emerging technologies and trends

Profile

• Berlin based (or willing to relocate)
• Bachelor’s degree (Master’s degree desirable)
• Previous experience as an Executive Assistant
• Excellent written and verbal communication skills in German and English
• Experience in working with arts organisations
• Flexible
• Researches, prioritises, and follows up on incoming issues and concerns addressed to the Directors
• Discrete and can manage confidential information
• Excellent organisational skills
• Proficient in Microsoft Office / Google applications (excel, numbers, powerpoint)