Executive Assistant to Founder

3 weeks ago

Central London, United Kingdom Leaman Consulting Limited Full time

Executive Assistant - Founder International Art Gallery (Central London) 5 days office

This is a very busy and varied role for an experienced, degree standard EA with a top background at Founding Partner or very senior level within the Arts, Luxury Goods or similar (Essential).  Well spoken and presented with top communication skills and a positive and helpful personality is also essential.  A CV demonstrating a role of extensive responsibility and demands of over 7 years+ at senior level for a creative individual or company.  The role is predominately business related but will have approximately 20% personal support included. The role will include but not limited to:-

Diary management/correspondence • Manage Founder’s inbox, responding to internal and external emails and drafting replies to artists, friends, and family for Founder’s approval. Dealing with all incoming requests and invitations and compose both business and personal correspondence when required. • Act as a strong gatekeeper for Founder, field all internal and external enquiries and organise all incoming work, meetings, and events into Founder’s schedule. • Coordinate meetings with internal colleagues, clients and artists as required, prep, and brief Founder prior to these and debrief the team after. 

Oversee and manage Founder’s complicated diary, travel schedule and individual trip schedules. Provide exemplary back-to-back diary management and coordination cross all appointments, both professional and personal. Provide travel packs with applicable briefing notes and ensure all visas have been obtained.  Ensure all restaurants, appointments, bookings etc. are made and paid for.

With the client manager, manage Founder’s call list and ensure he has spoken to the artists, clients, and other people he needs to as relevant to the schedule/time of the year. • Advise Founder of forthcoming meetings, travel, and events with the gallery/Artist Liaison • Be an advisory resource and give counsel to Founder on matters related to the art world and be an ear on the ground regarding all things relevant to the Gallery. 

Act as an intermediary between Founder and the senior team/board. • Keep abreast of all relevant developments at the gallery and keep Founder briefed and updated as appropriate or required, particularly with the artists. Be in regular contact with the events team, the board, and senior directors so that Founder doesn’t have to have lots of different meetings but can be updated regarding developments pertinent to him. Equally, feedback information from studio visits to the team.  Support Founder with duties relating to his top artists, manage a number of these relationships on his behalf. • Proactively arrange meetings and calls for Founder with artists and clients so he is never out of touch or out of the loops. Provide briefing notes for all meetings. • Assist with events, guest list management and personal parties as appropriate. • Manage the PA’s assisting Founder’s office, the client managers, and the household EA. • Liaise with client manager and his team to ensure all client emails are answered and actioned. • Draft speeches for Founder for artist openings and dinners. • Support Founder with any ad hoc artist and operational projects as his role grows with the expansion of the Galleries. Keep 5 steps ahead of an ever evolving and demanding schedule both diary and travel. Ability to juggle various options, change and adapt plans and organise trips last minute.

Arrange extensive abroad travel, art fair trips, studio visits with complex and every changing schedules. • Proactively understand the needs of Founder’s trips and arrange meetings and visits accordingly. • Produce travel packs with itinerary, tickets, visas, schedule, paperwork and briefings for meeting, client bios, current exhibitions, and any other pertinent information. Family Office: • Oversee the smooth running and growth of the family office. • Responsible for hiring and management of the family office EA, bookkeeper, and CEO. 

Attend Founder’s quarterly finance meetings, take minutes and ensure action points are actioned.  Working with accountants to provide Founder with frequent financial overviews and forecasts. • Book flights, taxis, trains, hotels. Order items, assist with flat administration, send gifts, book restaurants etc. • Research, suggest and coordinate all family, friends, client, artist, and colleague gifts. Remember all client, artist and family birthdays and buy gifts accordingly. Other: • Provide exemplary support to Founder as and where needed. • Identify projects that can be taken from Founder’s plate and allow him space to focus on artists and clients. • Understand nuances of sensitive situations and utilise emotional intelligence at all times.  Top team to assist when you need and vibrant working atmosphere.  An exciting and vibrant role for a top EA with much to offer.  Excellent package

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