Executive Assistant to Director of a major public institution

About the role:

The Executive Assistant provides high-level, confidential and proactive executive support to the Director, enabling effective leadership, decision-making and governance across the Gallery.

The role is central to the smooth operation of the Director’s Office, requiring excellent organisational skills, sound judgement, discretion and the ability to manage complex priorities in a fast-paced cultural environment.

The Executive Assistant is the first point of contact for the Director for internal and external stakeholders and therefore takes on the role of an ambassador for the Gallery.

Key responsibilities include:

• Providing comprehensive support to the Director, including complex diary management, meeting coordination and forward planning
• Act as the first point of contact for the Director, managing internal and external enquiries with professionalism and discretion
• Undertake the lead role in establishing the Gallery’s key event and meeting calendar, in liaison with Governance, Exhibitions and Development
• Anticipate upcoming priorities, deadlines and pressures, and ensure that the Director is fully briefed and prepared for all meetings and engagements
• Support the coordination of priority projects and organisational initiatives led by the Director’s Office.
• Contribute to shared administrative support across the Executive Team, including ad-hoc assistance to other executive team members, in line with agreed priorities and evolving Directors’ Office arrangements.
• Oversight of drafting, reviewing and management of correspondence on behalf of the Director, with the support of the Director’s Assistant
• Oversight of arrangements of the Director’s travel and expenses, and management of the Director’s Office budget, with the support of the Director’s Assistant

Managerial & Supervisory responsibilities

The Executive Assistant is responsible for line management of the Director’s Assistant, whose role includes: management of the Director’s written communication and correspondence, speaking engagements, travel arrangements, and the Director’s Office budget. The Executive Assistant is responsible for leading, managing and motivating the Director’s Assistant to ensure that the Director’s Office is supported in the most effective and efficient way and that the highest standards of professionalism are maintained. 

Decision Making

The Executive Assistant role involves managing a highly complex and constantly changing diary. This involves judgement skills to prioritise the Director’s time to ensure it is utilised in the most effective and efficient way. As the gatekeeper to the Director, the Executive Assistant uses judgement skills to balance the need to control access to the Director with the need to maintain good working relationships both internally and externally, and ensuring that deadlines are met.

Relationships

The Executive Assistant is responsible for maintaining and developing a highly sophisticated external network of the Director’s relationships, including Government departments and contacts, high-net-worth donors, corporate sponsors, national and international museum directors, ambassadors, public and private bodies and agencies, the media, artists, trustees and the general public. The Executive Assistant is also responsible for fostering strong and trusting relationships with all internal stakeholders across the Gallery to facilitate information flow and timely decision-making.

About you:

Qualification, Knowledge and Experience

Significant experience as a PA or Executive Assistant in a complex organisation – ideally 5 years Demonstrable experience of using initiative and working independently to support a senior/high profile leader Demonstrable experience of handling confidential and sensitive information and dealing with senior staff and a wide range of high-level contacts

Skills and Attributes

• Exceptional organisational and time-management skills, with the ability to manage competing priorities and tight deadlines
• Strong written and verbal communication skills, with experience of drafting professional correspondence and reports
• Excellent interpersonal and communication skills to facilitate strong internal and external working relationships and an ability to work collaboratively
• High level of discretion, integrity and professionalism when handling confidential information
• Strong IT skills, including Microsoft Office applications and digital document management systems
• Confidence working with senior stakeholders and managing relationships at all levels
• Proactive, solutions-focused and ability to remain calm under pressure
• Ability to be flexible and adaptable in response to changing priorities
• Highly organised with strong attention to detail

Desirable Criteria

• Experience of working in the public sector or similarly governed organisation
• Knowledge of the culture sector and museums
• Experience supporting Boards or formal governance structures
• An interest in arts and culture