Personal Assistant

2 weeks ago

Poole, United Kingdom Lighthouse, Poole's Centre for the Arts Full time

We are currently looking for a Personal Assistant to the CEO at Lighthouse who is confident, organised and has a passion for delivering excellence and consistency.

You will have broad Personal Assistant experience and be looking to join a fast-paced environment with a focus on culture, hard work, enthusiasm and excellence. You should have excellent communication and interpersonal skills with close attention to detail.

You will need to demonstrate how you meet the principal purpose and main responsibilities for the role. (Not more than 1000 words)

Closing date - 6th March 2023.

Initial Interview date
- 13th March

£25,000 Pro-rata

**Principle Purpose of the Role**

To provide full PA/ administrative support to the Chief Executive (CEO) being first point of contact and ensuring the smooth co-ordination of their working day. To support the administration of the Board and in particular the Chair and Finance Sub Committee. Supporting other members of the senior management team. Responsible for the management of administration office services.

**Main Responsibilities**
- Providing day-to-day support to the CEO including organising diary, booking travel and accommodation, and arranging internal and external meetings as necessary.
- Coordinating and organising an effective administrative process for the work of the CEO.
- Preparing paperwork for internal and external meetings, liaising with internal and external colleagues as necessary, ensuring you sufficiently brief the CEO for their working day.
- Maintaining and accurately filing correspondence and documents.
- Welcoming guests and providing refreshments for visitors.
- Supporting the Senior Managers with admin assistance, including but not limited to producing contracts, schedules and coordination of meetings.
- Collaborating on internal arrangements for fundraising, events, press nights, and VIP Functions.
- Schedule, organise and minute other meetings as required.
- Organise meetings for the Board and Committees, coordinate agenda preparation, prepare, and distribute papers and take minutes.
- Manage all Board administration and inductions for new Trustees, including as required by the Chair.

**General Office Administration**
- Maintain and manage the main office facilities ensuring that Health and Safety guidelines are strictly adhered to and ensure a professional and comfortable working environment is maintained, arranging for necessary repairs and improvements.
- Devise and maintain appropriate procedures and systems to ensure general administration is managed in a timely and effective manner whilst ensuring security and confidentiality of data.
- Establish good office practices documents for the organisation.
- Manage and maintain the central archive ensuring appropriate records are held in accordance with policy and that records of securely disposed of when applicable.

**Finance & Administration**
- Manage financial administration of CEO expenses.
- Recording office expenditure on and managing the budget for stationery and equipment supplies on spreadsheets.

**Communication**
- To act as a key contact for staff, artists and companies visiting the venue both in advance and on the day of the performance, in collaboration with the programmers, ensuring a high-quality experience for artists, managements and promoters.
- Ensure good clear communication with all departments. Attending team briefings and other company meetings and events as requested.
- Maintain and develop good contacts and working relationships with colleagues, promoters, customers, contractors, suppliers, stakeholders, and external organisations in order to promote the value of the work we deliver.

**Health & Safety**
- Ensure all staff working within the office are fully trained in safety procedures.
- Ensure all health and safety procedures are communicated effectively within the office environment.
- Adhere to health and safety legislation and Lighthouse’s policies and procedures.
- To minimise the Lighthouse’s environmental impact wherever possible adhering to and supporting its Sustainability Policy. To include recycling, switching off lights, computers and equipment when not in use. Helping to reduce paper waste by minimising printing/copying, reducing water usage and reporting faults and heating/cooling concerns promptly.

**Equality, Diversity and Inclusion**
- Embrace and promote equality, diversity, inclusion, and belonging with all aspects of work.

**Values**
- Ensure that Lighthouse’s values of Aspirational, Welcoming and Excellence are applied to all areas of work and responsibility.

**Person Specification**
- PA or secretarial experience for senior manager.
- Ability to devise, improve and maintain administrative systems, whether IT or paper based and management of records and filing systems and databases.
- Proven experience of minute taking and report writing.
- Proofreading, copy editing and report writing skills.
- Evidence of higher education achievemen

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