Admin Assistant - £10.14ph plus Hol Pay - Central London

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Administrative Assistant – £10.14ph plus Hol Pay – Central London

Start 9th May 2016 – Candidates must be available for at least 3 months

Based in the busy Directors office of this world famous Arts institution, the successful candidate must demonstrate a strong background in a supporting Administrative role.

PURPOSE

Reporting to the Director’s Office Manager, the administrative Assistant will play a key role in the smooth running of the Director’s Office on a day-to-day basis.

An integral member of this small team, the post holder will be undertaking secretarial and administrative duties for the Director and the Head of Finance and Planning as well as ensuring that an up-to-date and easily referenced filing system is maintained at all times.

MAIN TASKS

• Provide a fast, accurate and confidential typing/word-processing service for the Director and Head of Finance and Planning, including drafting and typing letters, replying to invitations, compiling reports, tables, forms and statistics

• Support the Manager, Director’s Office in efficiently co-ordinating the Director’s diary (including travel arrangements) and internal and external meetings, liaising with a wide range of Gallery contacts

• Preparing and distributing papers for the fortnightly Senior Management Team meetings

• Preparing and distributing papers for the Audit and Compliance Committee, the Planning Team and Investment Committee meetings

• Ensure that an up-to-date and easily referenced filing system is consistently maintained

• Prepare PowerPoint presentations for the Director’s speaking engagements

• Co-ordinate the paperwork for Export Licence applications in consultation with the Curatorial department

• Undertake any other ad hoc duties necessary for the smooth running of the Director’s Office (photocopying, postal duties, providing refreshments for meetings etc.)

• Deputise in the absence of the Manager, Director’s Office

PERSON SPECIFICATION

Essential

• Demonstrable proven secretarial/administrative experience


• Proven experience of minute-taking and drafting correspondence. The main requirement is to be able to convey key information accurately and succinctly


• A high level of proficiency working with standard business software including MS Office applications (Word, Excel, Outlook, PowerPoint) and database systems (Raiser’s Edge/Tessitura)


• A confident, professional and measured approach to work, with the ability to prioritise and manage workload independently and work a number of tasks simultaneously


• Exceptional organisational, administrative and time management skills, including responding quickly to requests for information


• Excellent interpersonal skills and telephone manner, with the ability to read situations quickly, identify a suitable approach and respond promptly and appropriately


• Outstanding writing/typing skills, accuracy and a meticulous attention to detail


• Proven ability to work flexibly and under pressure, working effectively and responsibly as a supportive team member or using own initiative

Desirable

• Experience of, and an empathy with, working within the museums and galleries Sector


• A flexible approach to working hours


• An interest in portraiture

Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.

Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.