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About the Role
Freelands Foundation seeks an Executive Assistant to support the Artistic Director and Executive Director, playing a key role in the Foundation's growth, including a capital project, program expansion, and audience development. This position will ensure the smooth operation of the organization, manage executive travel, facilitate communications, and support governance processes.
Responsibilities
- Manage the Artistic Director's calendar, prioritizing high-impact meetings and strategic work.
- Arrange meetings for the Executive Director as directed.
- Monitor and manage the Artistic Director's email inbox, drafting responses and handling sensitive inquiries.
- Prepare briefing materials and presentations for the Artistic Director's stakeholder meetings.
- Coordinate all travel arrangements for the executive team, including itineraries, expenses, and logistics.
- Organize catering for stakeholder gatherings on behalf of the executive leadership team.
- Support the executive leadership team in line management duties, including leave requests and performance management.
- Facilitate communication between the executive leadership team and the wider organization.
- Serve as the primary contact for the board of trustees and their assistants.
- Coordinate quarterly board meetings, capital project committee meetings, and other governance forums.
- Compile meeting agendas, board packs, take minutes, and track action logs.
- Maintain annual governance processes, such as conflicts of interest declarations.
- Continuously improve governance presentations, processes, and tooling.
- Consolidate meeting agendas and materials for internal team meetings.
- Ensure visitors are warmly greeted and made welcome.
- Support the management of public-facing inboxes, responding to inquiries promptly.
- Coordinate mail and deliveries as needed.
- Undertake tasks necessary to fulfill role responsibilities.
- Cooperate with colleagues and provide support as needed.
- Complete organizational training as required.
- Adhere to organizational policies and processes.
- Uphold organizational values and mission in all interactions.
Requirements
- Significant experience as an Executive Assistant or Personal Assistant supporting senior executives in a small- to medium-sized organization.
- Demonstrated experience coordinating board meetings, consolidating board packs, and recording minutes.
- Proficiency in consolidating disparate data and information into reports and presentations.
- Effective planning of national and international travel arrangements within a cost-conscious environment.
- Highly proficient in Microsoft Outlook, including calendar management, email formatting, and folder systems.
- Expert in using Microsoft Word and Microsoft PowerPoint to create visually appealing, clear, and concise documentation.
- Excellent interpersonal communication skills, comfortable engaging with people at all levels.
- Ability to maintain a calm and objective approach in a busy workplace.
- Outstanding time management and prioritization skills with a proven track record of handling competing deadlines.
- Excellent attention to detail, with the ability to proofread and identify inconsistencies.
- Dedication to maintaining confidentiality and handling sensitive information with discretion.
- Ability to anticipate potential issues, devise solutions, and work comfortably with incomplete information.
- Strong support for the mission to champion art education.
- Experience as an Executive Assistant within a non-profit or charity environment is desirable.
- Experience planning and delivering team-wide events and celebrations is desirable.
- Experience operating in an environment focused on safeguarding and health and safety is desirable.
- Understanding of key stakeholders across the visual arts and/or education sectors is desirable.
- Proficiency leveraging digital tools for project management, with Asana as a bonus, is desirable.
- Working knowledge of HR systems, particularly BreatheHR, is desirable.
- Broad knowledge of UK charity compliance requirements is desirable.
- Appointment subject to a Basic DBS check.
Skills
- Interpersonal communication
- Influencing skills
- Microsoft Outlook proficiency
- Microsoft Word proficiency
- Microsoft PowerPoint proficiency
- Time management
- Prioritization
- Attention to detail
- Confidentiality
- Discretion
- Problem-solving
- Project management (desirable)
- Asana (desirable)
- BreatheHR (desirable)
Location
- Central London
Work Type
- Full-time
- Hybrid (one day per week remote after probation)
Experience Level
- Substantial experience supporting executive teams
- Significant experience as an Executive Assistant or Personal Assistant
Salary/Compensations
- £43,891 per annum FTE
Benefits
- 25 days annual leave plus UK public holidays
- Discretionary office closure (summer and Christmas)
- Employer pension contributions of 6%
- Critical illness insurance
- Group income protection
- Life assurance schemes
- Employee Assistance Programme
- Mental health support service
- Annual training budget
- Cycle to work scheme
- On-site lockable bike rack
- Shower facilities
- Well-stocked staff kitchen with dedicated eating area
- Access to art education library
- Time off in lieu (TOIL) for additional hours worked
About the Company
- Freelands Foundation is dedicated to championing art education.