Executive Assistant to the DirectorLocation:Compton, Guildford, Surrey Salary:£24,000 - £28,000 pa dependent upon experience Main duties:
- Management of the Director’s diary, communication systems (e-mail, phone, paper based), electronic and paper filing systems, and managing correspondence and expenses, including making business travel and accommodation arrangements as required.
- Responsibility for monitoring and updating governance policies and procedures and providing HR support in liaison with the outsourced HR services supplier.
- Attendance at meetings and provision of comprehensive minutes in a timely fashion.
- Prepare and/or draft correspondence on behalf of the Director, including papers and reports.
- Responsibility for the collation, preparation and publication of the Annual Report (Trustees’ Report).
- Accurately proofread and format documents, ensuring use of charity branding, styles and fonts.
- Maintain Customer Relationship Management databases, spreadsheets, and records to a high degree of accuracy.
- Arrange and manage formal and ad hoc meetings on behalf of the Director (i.e. book rooms, equipment and the catering provision, contact attendees, put together delegate packs, send out agendas/papers, invitations, etc.) and act as a meeting host (greeting visitors on arrival and responding to their requests for assistance).
- Regular liaison with and responsibility for the induction of trustees, committee members and Director’s line reports.
- Cover the Gallery switchboard and post room services and undertake other general administrative support activities, when required to do so.
- Office administration including responsibility for office supplies and first- response IT support via the outsourced IT supplier.
- Provide assistance at Gallery events, both on and off site.
Watts Gallery Trust has an exciting opening for the role of Executive Assistant to the Director. As the museum delivers its masterplan programme over the coming years, we are looking for someone who is flexible and enjoys working in a fast-paced and changing environment. Working at the heart of a thriving cultural institution you will provide dedicated support to the Director and by extension to the Board of Trustees and sub-committees. You will be responsible for ensuring that the Director, with whom there will be daily face-to-face contact, receives a high standard of support and advice. You will be required to represent the Director’s views to internal and external stakeholders, including all levels of staff, senior stakeholders, partners and major supporters. You will have direct responsibility for the Director’s diary and provide occasional support for Senior Management Team meetings, as required by the Director. You will work proactively to support the priorities and objectives of the Director.