Executive assistant

Salary: £28k per annum, dependent on experience 

Contract: Permanent, full-time, subject to a probationary period of 6 months 

Hours: Full-time, 40 hours per week including breaks. Evening and weekend work is expected for this role with no overtime payment.

Deadline: Wednesday 29th May 2024, 10am 

Interviews: w/c 3 and 10 June 2024

The executive assistant is a new role created to support with the growth of the OT. They will be responsible for assisting and supporting the Joint CEOs as well as managing the office administration across the building’s busy offices.

The Joint CEOs (Artistic and Executive Directors) of the OT work long hours in a sector that demands evening and weekend working, especially in leading a mid-scale organisation that punches above its weight. They manage several senior staff directly, interface extensively with stakeholders, and cultivate relationships across the UK theatre sector. With a major capital project approaching, and the Artistic Director regularly in rehearsals, we are now looking for a hardworking, efficient and empathetic Executive Assistant to free up capacity, streamline processes and maintain great relationships inside and outside the OT. Additionally, this new role will take responsibility for office administration in our busy offices.

We are open to hearing from people interested in long-term careers as EAs, but also from those building theatrical careers who need a full-time role in a busy theatre.

Responsibilities

Executive support

• Proactively plan effective use of the CEOs’ time
• Deal with correspondence and manage CEOs’ email inboxes, as required, ensuring that all messages receive a response in a timely and appropriate manner.
• Monitor workload and act as the ‘eyes and ears’ of the CEOs’ offices, escalating where necessary and delegating to other members of staff where appropriate.
• Follow up actions on behalf of the CEOs.
• Book hotel, travel and catering arrangements for the CEOs
• Provide time-saving support including lunch/coffee runs, invitations, thank-you notes, flowers, gifts etc.

Diary management

• Principal point of contact for the CEOs’ diaries, regularly reviewing the diary, avoiding clashes and ensuring meetings are prioritised where needed.
• Book meeting rooms and tables and prepare rooms.

Guest management

• Meet and greet guests for meetings with CEOs, giving them a warm welcome including refreshments etc.
• Coordinate guest and house seat tickets on behalf of the CEOs, liaising with the box office team.
• Provide administrative support to regular meetings chaired by the CEOs including minute-taking, coordinating papers and setting agendas.
• Act as point of contact for Board meeting scheduling, distributing papers and printing where required, setting up the Board room.

Relationships

• Foster and maintain excellent relationships with all internal and external stakeholders.

Expenditure

• Process company credit card, expense returns, PLEO receipts and invoices relating to CEOs
• Assist other with invoice processing if required.

Events

• Support CEOs and Development Department with events (including press nights, patrons’ evenings, galas) – including preparations and on-the-ground support.

Office administration

• Maintain the staff holiday diary after approvals from line managers.
• Supporting the General Manager to manage hardware and software contracts and relationships.
• Order and monitor stationery supplies.
• Order and monitor office furniture and equipment, as required, taking responsibility for refreshing the office décor, as required.

Please click the 'apply' button to download the full job description.

Knowledge, skills and experience

Essential

• Strong time management skills and ability to prioritise workloads
• Excellent administration and organisational skills and the proven ability to meet deadlines whilst working in a busy environment
• Exceptional verbal and written communication and interpersonal skills and an ability to deal tactfully with staff at all levels, whilst maintaining strict confidentiality
• A professional approach with the ability to work on your own initiative in a systematic and pragmatic manner
• Understanding of the long hours including evenings and weekends worked by the CEOs 
• Love of or background in theatre and an understanding of its ecology 
• Conscientious and diligent self-starter
• Works with colleagues respectfully, collaboratively and with understanding
• Takes responsibility for delivering tasks, achieving high standards and learning from mistakes 
• A passion for theatre 

Desirable

• Prior experience with non-executive boards and knowledge of the workings of a charity.
• Persuasive, with the ability to challenge effectively and negotiate when required.  
• Previous experience as an EA/PA and/or supporting busy executives

How to apply

Please send a CV with 2 references (including your current or latest employer) along with a 2-page cover letter by email marked 'Executive Assistant' to the email found via the 'apply' button.

We are an equal opportunities employer, and we welcome applications from those who may be returning to work after a pause in their career or who are looking to balance a role with their wider caring or parenting responsibilities.

Please state in your application that you found this role through Creative Access.