Executive Assistant to the Directors

This new role will be dedicated to supporting the smooth operation of our client’s team, serving as internal administrative liaison and point of contact between Senior Management and the rest of the team.

Job Description

Duties:

• Keeping track of all team tasks and projects through Notion.so and reporting back to Senior Management with regular updates.
• Preparing team meetings and ensuring all orders of the day are addressed.
• Logging all meetings in Notion.so and sharing with Senior Management.
• Creating supporting processes documentation for each project, to be used by the rest of the team to keep track of deadlines.
• Following up with team members to log outstanding tasks and reporting back to Senior Management.
• Ensuring processes are updated where needed and reminded to staff where needed. Ensuring all deadlines or important dates are logged in the Calendar.
• Liaising with external contractors about daily maintenance (cleaning, window cleaning, cctv, internet, etc) and booking repairs after consultation with the Business Director.
• Ensuring the gallery is stocked with all necessary items (stationery, subsistence, office equipment.
• Supporting Senior Management with basic Staff Inductions and New Hire training for Health & Safety.
• Maintaining staff support documentation such as the Employee Handbook, Induction information and Health and Safety protocols on Notion.so.
• Where appropriate, logging and reporting human resources related issues to Senior Management. Supporting Senior Management with organising staff wellbeing and entertainment.

Job Requirements

• At least 2 years experience in an art gallery
• Sound knowledge of Microsoft Suite
• Ideally, knowledge of Notion.so
• Ideally, knowledge of Artlogic Excellent Calendar and Email management skills
• Excellent communication skills

Job Responsibilities

• Keeping track of all team tasks and projects through Notion.so and reporting back to Senior Management with regular updates.
• Preparing team meetings and ensuring all orders of the day are addressed.
• Logging all meetings in Notion.so and sharing with Senior Management.
• Creating supporting processes documentation for each project, to be used by the rest of the team to keep track of deadlines.
• Following up with team members to log outstanding tasks and reporting back to Senior Management.
• Ensuring processes are updated where needed and reminded to staff where needed.
• Ensuring all deadlines or important dates are logged in the Calendar.
• Liaising with external contractors about daily maintenance (cleaning, window cleaning, cctv, internet, etc) and booking repairs after consultation with the Business Director.
• Ensuring the gallery is stocked with all necessary items (stationery, subsistence, office equipment.
• Supporting Senior Management with basic Staff Inductions and New Hire training