Pa/co-ordinator to Directors

3 weeks ago

London, United Kingdom Tate Full time

Finance Co-ordinator and PA to Director of International Partnerships About your team
The International Partnerships (IP) division conceives, develops and curates exhibitions for and with museums, galleries and visual arts organisations globally, to build networks and share programmes and expertise. This is done through a variety of programmes, including international consultancy and training programmes. Parallel to the programme of loan exhibitions from all four Tate galleries, a dedicated strand of international touring programme has been established to enable Tate to work with a wide range of art institutions and share the collection with audiences in many parts of the world, and generate income to support Tate’s wider activity.
Maintaining an open channel of communication with the Director to coordinate and streamline diary management.
• Diary management – arrange all regular and ad hoc meetings, accept and decline invitations, handle telephone and email meeting requests, research biographies, etc.
• Meetings management - prepare and arrange both internal and external meetings on behalf of the Director, organising venues and catering; This can include hosting external colleagues, international partners or delegations and can include entertainment booking, preparing hospitality, meeting and greeting, etc.
• Manage correspondence, monitoring and distributing as required and ensuring that appropriate follow up is undertaken, including drafting replies as required. Ensure the Director’s correspondence with partners is routinely and accurately collected and recorded, for assessment, as well as for the purpose of entering in the contact database.
• Organise travel undertaken by the Director, International Partnerships including transport and accommodation, arranging visas, itinerary production, and collating full briefing papers.
• Assist the Director, International Partnerships in managing their workload and helping to meet deadlines.
• Creating summarised documentation of the team’s ongoing activity, financial reports and future programming.
• Working closely across the International Partnerships team and maintaining an overview and understanding of all ongoing projects, as a key part of this team.
• Managing all deadlines for the financial year in conjunction with the Finance department, including annual schedule creation and quarterly reporting for the team.
• Process invoices, maintain expenditure logs and effective financial management systems and have an overview of the monthly financial reports. Overview and management of the team-wide income and invoicing summary system.
· Management of the debtors report and any required follow-up actions.
· Coordinating with and maintaining a close relationship with Tate’s Finance team and being the point of contact between the International Partnerships team and accounting.
· Support all HR activity, including maintaining an overview of team annual leave plans and liaise with the Director to approve requests and coordinate recruitment of staff.
· Management of the Ethics and Due diligence documentation for the International Partnerships team, in coordination with internal stakeholders and the team.
· Experience working with Microsoft Excel and knowledge of formulas, shortcuts and intermediate levels of data processing.
· Knowledge of contracts and legal processes would be beneficial but is not essential to this role.
· Effective interpersonal skills – the ability to communicate effectively with a wide range of people including senior staff and important visitors.
· A flexible approach to working and good team-working skills – the ability to establish effective and mutually supporting working relationships with colleagues within these departments, across Tate and with external colleagues.
· A proactive approach to the principles of equality and diversity.
·

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