Executive Assistant

2 weeks ago

Manchester, United Kingdom Tate Recruitment Nottingham Full time

**Executive PA and Project Coordinator**

This is an immediate starting position, and the interview process will be one face to face interview.

**Job Purpose**

To provide a high level of secretarial, office management and operational support to the Centre Director and the Senior Management Team. The role holder will be responsible for the day to day administration and smooth running of the Centre Director’s Department and will assist the Senior Management Team on a variety of projects.

**Key Duties and Responsibilities**
- Assisting with the preparation of board reports and materials for presentations/ meetings and liaising with staff to supply data as required
- Providing administrative support for the Centre Director and Senior Management Team
- Minuting meetings for the Centre Director and Senior Management Team
- Assisting the Centre Director with the production of presentations, documents and briefing papers
- Organising Centre Governance meetings: booking rooms, refreshments, invites, preparing, collating and distributing papers, taking and distributing minutes
- Assisting in the planning and preparation of meetings, conferences and conference calls by collating relevant documentation
- Assisting with the setup of new projects and initiatives across the centre working with stakeholders to achieve the objectives of projects
- Welcoming and looking after visitors on behalf of the Centre Director and Senior Management Team
- Performing general clerical duties such as but not limited to managing expenses, credit card reconciliation, filing, scanning, photocopying
- Creating, organising and maintaining filing systems
- Providing administrative support to other members of the Centre Director’s team on an ad hoc basis
- Reviewing reports and creating plans from these reports
- Booking travel arrangements for a range of departments
- Ordering lunches and organising meetings
- Booking training for a range of departments
- General Operations support such as: dealing with contractors, helping to create maintenance schedules, general ordering of resources
- General weekly building checks including creating and distributing tasks from these checks
- **Your job title does not define or limit your duties and you may be required to carry out other work within your abilities from time to time at our request.**_

**Education/ Qualifications**
- Graduate calibre educated to A-level or degree level standard
- Excellent command of written and spoken English
- High level IT skills in Microsoft packages (Excel, Word, Powerpoint)

**Knowledge skills**
- Experience in servicing meetings at senior management level
- Approachable, warm and friendly
- Ability to be assertive and constructive when required
- Ability to build and manage good working relationships with people at all levels
- Good team player
- Excellent attention to detail
- Ability to use initiative
- Ability to work with the appropriate level of discretion, confidentiality and sensitivity in all issues
- Ability to work independently
- Good organisational and work management skills
- Ability to be flexible in terms of hours worked depending on work load priorities
- The ability to prioritise, meet deadlines and work under pressure
- Willingness to undertake and learn new tasks
- Ability to present a positive image of the company as the first point of contact for people inside and outside the company
- Ability to implement and work with clear systems and processes

**Job Types**: Full-time, Permanent

**Salary**: £12.00-£15.00 per hour

**Benefits**:

- Casual dress

Schedule:

- 8 hour shift
- Day shift

Ability to commute/relocate:

- Manchester: reliably commute or plan to relocate before starting work (required)

Work Location: One location

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