Office Administrator

1 week ago

London, Greater London, United Kingdom National Theatre Full time

Job Summary

The National Theatre is seeking an experienced Office Administrator & EA to Managing Director to join our NTP Department on an 18-month fixed-term contract. The successful candidate will provide administrative support to the Managing Director and ensure the smooth operation of the office.

Key Responsibilities

  • Oversee the daily routine of the office, ensuring efficient operations and effective use of resources.
  • Manage office contact databases, filing systems, and other administrative tasks.
  • Provide support to the NTP team, including arranging meetings, conference calls, and travel arrangements.
  • Manage office calendars and shared diaries, ensuring seamless coordination and communication.
  • Attend NTP meetings, take notes, and provide administrative support as needed.
  • Support new starter inductions, paperwork, and other administrative tasks.
  • Liaise with the NT Archive, ensuring timely receipt of materials and research support.
  • Collaborate with IT to oversee equipment, resolve technical issues, and ensure optimal performance.
  • Coding and processing non-production-related invoices and credit card statements.
  • Handle enquiries from the general public and NT teams, providing courteous and efficient responses.
  • Ensure visitors are received and made welcome, maintaining a positive and professional atmosphere.
  • Maintain the office's stock of stationery and supplies, including tea, coffee, and milk.
  • Keep the office in good order, ensuring a clean and organized environment.
  • Carry out research and order research materials, such as scripts of interest, as required.
  • Provide administrative support to the Managing Director, including diary management, meeting arrangements, and travel coordination.
  • Organize travel for the Managing Director, including booking flights, hotels, and arranging per diems.
  • Process expenses and credit card reconciliations for the Managing Director.
  • Be available to work additional hours, including evenings and weekends, as needed.

Requirements

  • Be a helpful and approachable person, comfortable being a first point of contact for the NTP office.
  • Have experience in office management and administration, including diary management, organizing travel, and processing invoices.
  • possess excellent organizational skills, with experience managing immediate and long-term deadlines.
  • Be able to work effectively as part of a team and on own initiative, and to work calmly under time pressure.
  • Have computer literacy, including knowledge of Word, Excel, and Outlook.
  • Have experience handling confidential information with discretion.
  • Be willing to occasionally work unsociable hours.
  • Have an interest in and understanding of the theatre sector and the National Theatre.

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