Executive Assistant to The Director of Learning

3 weeks ago

South Kensington, United Kingdom Victoria and Albert Museum Full time

**Main Purpose of Job**

As part of the Learning, National Programmes and Young V&A management team, you will ensure that the department Director is well briefed and prepared at all times, as well as supporting thier schedule and work programme with targeted research in the preparation of reports, presentations and articles. The ability to coordinate plans with a wide range of colleagues and departments throughout the museum, and with external stakeholders, will be particularly important. You will play a pivotal role in the smooth running of this division and will be required to be diligent, extremely quick thinking, diplomatic and thorough in order to respond to this fast-paced environment.

**Key Responsibilities**

1. Responsible for planning and managing the diary of the Director, including travel arrangements, both within the UK and overseas, ensuring that the Director is well prepared for meetings and that time is used as efficiently as possible.

2. To be the primary contact for all enquiries and correspondence relating to the Director overseeing an effective system for filtering, prioritising, actioning and tracking all points of contact with stakeholders, and liaising with colleagues across the museum to draft responses as necessary.

3. To undertake a wide range of research tasks to support the Director in their role, in particular the preparation of briefing notes, reports, interviews, articles, press-releases, presentations and speeches, often at short notice.

4. Manage the meeting papers, supporting documents and reports for the Director of Learning and National Programmes, including Executive Board, Board of Trustees, Management forum and various steering groups efficiently and often with a requirement for confidentiality.

5. To research potential projects and partnerships, both in the UK and overseas, taking a proactive role in establishing new networks and opportunities for discussion and debate.

6. Act as Secretary to the Trustees’ Young V&A Committee and other committees and steering groups as required.

7. Contribute proactively to the general running of the department, carrying out other ad-hoc duties as requested and providing support to the senior management team as required.

8. Oversee the Department’s central budget and maintain the departmental stock of stationery, furniture, office supplies and equipment including printers/photocopiers.

9. As part of the broader administration of the department, to maintain efficient and accurate electronic filing systems, process expenses claims and manage project expenditure and other budgets as required.

10. Directorate office management - responsible for ensuring the directorate offices are well maintained, equipped and presented, including the project space, liaising with Estates as relevant.

11. Support the Department with HR liaison and recruitment, manage the interns for the Learning Department and assist with the induction of new staff by providing new starters with useful information, setting up initial meetings and/or compiling a list of meetings set up on their behalf by other colleagues in the Department.

12. Act as one of the Fire Marshalls for the Department. And be committed to health and safety and ensure that you are familiar with all of the museum’s health and safety procedures.

13. Promote equality and diversity in all aspects of your work by developing and maintaining positive working relationships, ensuring that colleagues are treated fairly and with respect/dignity and actively contributing to developments that support the museum’s strategy for widening access, inclusion and diversity.

The above job description is intended to be an outline of the duties and responsibilities for this role. This is not exhaustive, and it is likely to change over time. You may be expected to undertake other duties that are commensurate with this role

Hours: Net working hours (i.e. excluding meal breaks) are 36 hours per week.

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