Assistant to The Directors of Education

5 months ago

London, United Kingdom Shakespeare's Globe Full time

SShakespeare’s Globe is looking for a
- **Assistant to the Directors of Education**

**PURPOSE OF JOB**
- This key role will be responsible for supporting the Directors of Education in line with our priorities and strategic objectives, ensuring the smooth running of the Directors’ diaries. This role will provide administrative, creative and practical support to the Directors of Education and the Education department as a whole.
- The postholder will work with the Education producing team to support work across both areas and provide administrative support for departmental plans and strategic objective setting and KPI monitoring.
- ***

**PRINCIPAL RESPONSIBILITIES**

**Administrative Support and Diary Management**
- Actively support the strategic priorities of the Directors of Education (Directors) and monitor their workload
- Be the principal point of contact for the Directors’ diaries, regularly reviewing the diary, avoiding clashes and ensuring meetings are prioritised where needed
- Proactively plan ahead to ensure that effective use is made of the Directors’ time and schedules
- Maintain an understanding and ability to pre-empt and manage the changing priorities and demands of the Directors when they are in rehearsals or performance/ teaching/writing compared to other times of the year
- Act as the first point of contact for the Directors, facilitating relationships with directorate, staff, faculty/GEPs, other key stakeholders for The Globe
- Oversee all communication for the Directors from visitors, patrons and guests, screening requests for the Directors’ time and proactively responding to all enquiries
- Produce documents, briefing papers, reports, minutes and presentations, ensuring that relevant information is shared with the Education Department and wider organisation as needed
- Meet and greet guests for meetings with the Directors as required, including refreshments etc.
- Assist during meetings, presentations and ensure all pre-requisites are arranged such as refreshments
- Coordinate tickets for press nights and events on behalf of the Directors, liaising with the Ticketing and Sales team.
- Book hotel and travel arrangements for the Directors for department/organisational travel
- Provide administrative support to meetings, including minute-taking, coordinating papers and setting agendas
- Support the fortnightly department meetings by liaising with guest speakers and ensuring smooth communications with the department
- Foster and maintain excellent relationships with all internal and external stakeholders, including the Directorate, Trustees, Globe employees and freelancers
- Assist with financial processes/ invoice and expenses processing
- Maintain a detailed and accurate contact databases of the individual Directors’ contacts and support the Globe’s data protection policy by ensuring all personal details are stored securely and only shared appropriately
- Attend external meetings with the Directors when requested to ensure clear notes can be fed back to relevant parties
- To build close relationships with Central Administration to ensure strong communication between departments
- To undertake any other duties which may reasonably be required.

**Departmental Support**
- Provide assistance and project coordination, as a member of the Education department team, to events and projects as required, including attending planning meetings, liaising with other departments, handling logistics and providing creative or practical support
- Provide support to Education producing team for events and programmes as and when required
- Proactively facilitate the celebration of achievements of the Education department and support the senior leadership to promote team welfare and morale
- Research departmental meeting guest speakers and maintain a roster for the year
- Actively promote the wider values of the Globe by facilitating training, forums, and external distribution of information

**PERSON SPECIFICATION**

***
- Excellent administration and organisational skills, with the ability to create efficient and effective processes and ways of working
- Administrative experience; familiarity with financial processes, such as invoicing and expenses processing.
- Strong time management skills and ability to prioritise workloads.
- Exceptional communication and interpersonal skills, and an ability to deal tactfully with staff at all levels, whilst maintaining strict confidentiality at all times.
- Persuasive, with the ability to challenge effectively and negotiate when required.
- A professional approach with the ability to work in a systematic and pragmatic manner
- Conscientious and diligent self-starter
- A supportive and collaborative team member
- Flexible and adaptable approach
- Calm under pressure, with a professional manner
- Excellent attention to detail
- Experience of minute taking and accurate recording of meetings
- Diary management skills and understanding of appointment booking

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