Vacancy at Bush Theatre
Executive and Operations Assistant
Salary
£ 25,906.40
Bush Theatre
Vacancy listed
2025-06-09
Application deadline
2025-06-22
Details
Executive Support
- Provide comprehensive diary management - scheduling, prioritising and managing appointments for the Executive team including internal and external meeting arrangements
- Read and prioritise incoming correspondence and prepare draft responses as appropriate, ensuring replies are produced within the required timeframe. Ensuring that cyclical and management deadlines for reports, reviews, budgets are met
- Have a proactive approach to supporting the workload of the Executive team and organising their commitments
- Ensure the Executive team are fully briefed and have all necessary documentation for meetings
- To book meeting rooms and hospitality for the Executive team
- To coordinate travel arrangements, accommodation and tickets for the Executive team
- To support the Executive team with preparation for Board meetings including preparation of documents, room bookings, hospitality and room set up
- To maintain excellent communication across the organisation, in particular between the Executive and wider staff team including preparing and sending the Bush Post (internal staff newsletter)
- Be an informed point of contact for the team, with a current knowledge of the Bush Theatre’s artistic priorities, programming and stakeholder relationships
- Maintain the highest level of confidentiality and adherence to policies and procedures
Reception and Office Coordination
- To be the first point of contact for all incoming enquiries through telephone, general emails and as required at our reception desk (at least two days per week)
- To establish and maintain systems and procedures to support the efficient running of the office including organising recycling, placing stationary and other orders, collecting and distributing post and general filing
- To collate and code invoices as required
- To liaise with our external IT and Telephone contractors regarding issues and updates escalating to the General Manager as required
- To coordinate internal meetings, including set-up and minuting as appropriate, sharing relevant actions with teams
- To oversee the cleanliness and upkeep of the office and staff kitchen environment, ensuring that staff and visitors are following guidelines set out by the Administration team, and that the office and staff kitchen stock are maintained to a good level at all times, and replenished as appropriate (refreshments, stationery and equipment)
- Monitor office furniture and equipment, taking responsibility for ordering as required, including items required for reasonable adjustments as requested by line managers
- To organise staff benefits such as flowers, gifts and cards as necessary
- To plan and coordinate internal functions as required, including the annual summer and Christmas events for staff if needed
- To act as a fire marshal for the building liaising with the Venue Manager daily regarding processes
Duty Management
- To be a keyholder and responsible for opening the building as required
- To carry out a fire safety check of the building at the start of each shift, acting immediately on any concerns
- To take responsibility for managing incidents and emergencies whilst on duty including if necessary the calm and efficient evacuation of the entire venue and recording any relevant incident reports to the incident group
- Be a qualified first aider on behalf of the organisation providing relevant accident reports and RIDDOR recommendations to the incident group
- To provide a high level of service for both in-house and external events
- To set up and manage events as required
- To undertake ‘show-rounds’ for prospective hires as instructed by the Event Manager liaising with Stage Managers as required to access spaces
- To accept post and deliveries for the organisation as required
Events
- To manage the coordination and administration of internal events and room bookings.
- To provide cover for the Event Manager including responding to enquiries and issuing contracts and invoices if required
General
- Attend read-throughs, sharings, Preview, Press and Supporters Nights and other Bush Theatre events as required.
- To keep up-to-date with productions and news in the theatre sector.
- Actively develop and implement green policies and practices for the department.
- Adhere to, and actively contribute to all Bush Theatre policies, including Equalities (diversity, access and equal opportunities), Environmental and Health & Safety.
- To maximise income and minimise expenditure wherever possible, without jeopardising the quality of the work or the reputation of the Bush Theatre.
- To act always in the best interest of the Bush Theatre.
- Any other duties as reasonably required.
Benefits
- Interest-free season ticket loan (after probation) for employees
- Cycle to work scheme for employees
- Complimentary tickets to all Bush productions subject to availability
- Enhanced holiday and additional holiday for length of service
- Birthday holiday
- Enhanced Maternity, Adoption and Shared Parental Leave policies
20% discount on food and drink at the Library Cafe Bar
- Access to a confidential counselling service.
Notes
Applications without supporting statements will not be considered.