Executive Assistant
Salary £ 26,000 - £27,000 per annum
Islington, London
Vacancy listed 22/11/2023
Application deadline 13/12/2023
Details
Job Title: Executive Assistant
 
Reporting to: Artistic Director and Executive Director (the Executive)
 
Key working relationships: All departments and centrally the artistic team – Associate Director, Literary Manager, Deputy Literary Manager, Producer and Assistant Producer.
 
Job Description: 
 
This is an opportunity for someone at the early stage of career who is keen to learn about the day to day running of a theatre company.
 
As Executive Assistant you will be at the heart of the organisation providing comprehensive support to the Artistic Director and the Executive Director. You will be a central point of communication for the Artistic Director and Executive Director within the organisation and the initial contact  for artists, stakeholders and guests. The Executive Assistant is a position requiring discretion and confidentiality – you will have access to a range of information and have insight into strategic ambitions and planning of the company. 
 
This post requires someone who enjoys organisational and administrative tasks, someone who can be confident and personable when communicating whether in person, over the phone or email, and who enjoys multi-tasking, prioritising workload and forward planning in a fast paced and dynamic environment.  
 
Outline of Responsibilities
  • Manage the schedules of the Artistic and Executive Directors  including booking internal and external meetings, making travel and accommodation arrangements, booking theatre tickets, and communicating with the wider organisation to ensure that information runs smoothly.
  • Take calls on behalf of the Executive, responding as appropriate. Welcome guests into the building and ensure visitors are looked after.
  • Manage the inbox of the Artistic Director, including monitoring, screening, organising and responding to emails and ensuring correspondence is up to date and that information is circulated as needed – keeping the email filing system up to date.
  • Support and assist the producing and literary teams in the coordination of the artistic programme, availability checks for artists as necessary, and administration as needed
  • Ad hoc support of the Associate Director including diary management, setting up meetings, admin and booking theatre tickets
  • Maintain a curiosity and interest in theatre; seeing work, feeding back to the Artistic Director and Literary Manager
  • Manage the press night invitations and lists, and with the Box Office Manager make all seating arrangements for guests
  • File and retrieve documents and reference materials when necessary
  • Undertake research and collate information as needed for the Executive
  • Manage the Executive’s expenses and credit card statements
  • Compose correspondence on behalf of the Executive
  • Coordinate with all staff across the organisation as needed
  • Support the scheduling of fundraising and development events where the AD and ED’s attendance is expected
 
Board Administration
The Executive Assistant supports the Executive Director in preparing and collating papers for the quarterly board meetings and in addition:
  • Coordinates with the Trustees to set meeting dates and arrange venues for the meetings
  • Minutes the Board meetings and circulates board papers  
  • Manages the general communication with the Trustees in conjunction with the Executive Director
 
General
  • Work with colleagues to support the cover for phones, door entry and other general duties to keep the offices working smoothly 
  • Support the management of room calendars across the organisation
  • Set up relevant meetings, booking the meeting room, greeting those attending, providing paperwork and refreshments as necessary
 
Equality, Diversity and Inclusion 
Take a lead on championing the Almeida's commitment to equality and diversity. We want to create and sustain a productive, diverse and inclusive working environment. We ask everyone who works with us to champion this ambition and embed it in their day-to-day work being at the heart of our Equality Policy. It is monitored through our Annual Equality Action Plan.
 
Environmental Sustainability
We aim to be an environmentally sustainable organisation and ask that our all our teams work to support this. In doing so we are seeking to promote efficient and sustainable practices that create minimal impact. This is outlined in our Environmental Sustainability Policy and tracked in our Annual Action Plan.

Person Specification 

  • Enthusiasm for theatre and the arts 
  • Excellent IT skills including Outlook, Word, Excel
  • Excellent written and numerical skills   
  • Attention to detail and good organisational skills
  • A confident and welcoming telephone manner
  • Ability to work with tact, diplomacy and complete confidentiality. 
  • Ability to tackle and solve problems independently
  • Enthusiasm for working within a busy office environment
  • Ability to maintain a calm authority under pressure
 
Remuneration and Hours
 
This post is offered as a two year fixed term contract.
 
  • Salary: £26,000 - £27,000 per annum 
  • Working hours are 10.00am – 6.00pm, Monday to Friday
  • Holiday: 20 days per annum (bank holidays are in addition to this)
  • Probationary period: 3 months
  • Notice period: 8 weeks 
  • Following 13 weeks’ service you will be automatically enrolled into the Almeida’s auto-enrolment pension scheme, with NOW Pensions. Alternatively the Almeida offers a salary sacrifice pension scheme with Scottish Widows following a successful probationary period. You have the option of opting out of joining a pension scheme if you prefer. 
  • Location: This position is based at the Almeida Offices, 108 Upper Street, London, N1 1QN 
Benefits

buddy scheme, staff discount in the Almeida bar and other local amenities, season ticket loan, training and development opportunities.

This vacancy has now been closed