Office administrator & EA to managing director

Closing date for applications: Monday 16th September 2024 at 10:00am

Salary: £27,560 per annum

Contract: Fixed term for 18 months

We are looking for an Office Administrator & EA to Managing Director to join our NTP Department on an 18 month fixed term contract.

The Office Administrator & EA to Managing Director will support the work of a busy production department by ensuring that the office runs in an efficient manner. They will also carry out administrative duties for the Managing Director.

Responsibilities

The Office Administrator and Assistant to the Managing Director will be responsible for overseeing the daily routine of the office. Duties may include:

• Booking courier deliveries and transport
• Maintaining office contact databases and filing systems
• Providing assistance and support to the NTP team, such as arranging meetings and conference calls
• Supporting the management of office calendars and shared diaries
• Attending NTP meetings and taking notes where necessary
• Supporting new starter inductions and paperwork
• Liaising with the NT Archive, ensuring that they receive what they need from NTP and obtaining research materials when required
• Working with IT to oversee equipment (laptops, telephones etc) and resolve related issues
• Coding and processing non-production related invoices and credit card statements
• Dealing with enquiries from the general public and NT teams quickly, courteously and efficiently and passing on to the NTP team where required
• Ensuring that visitors are received and made welcome
• Maintaining the office’s stock of stationery and supplies including tea/coffee/milk etc.
• Keeping the office in good order
• Carrying out research and ordering research materials such as scripts of interest when required
• Providing assistance to the Managing Director, for example diary management, arranging meetings, conference calls and house seats
• Organise travel for the Managing Director where required, where necessary in conjunction with the EA for Executive Producer. To include booking flights and hotels, arranging per diems, producing itineraries and ensuring visa needs are met
• Processing expenses and credit card reconciliations for the Managing Director 
• Additional hours including some evenings and weekends may be needed in order to fulfil the requirements of this role 
• Any other duties as reasonably required.

The successful candidate will have the following: 

• They will be a helpful and approachable person who is comfortable being a first point of contact for the NTP office
• Experience of office management and administration including diary management; organising travel; and processing invoices
• Excellent organisational skills with experience of managing immediate and long term deadlines
• The ability to work effectively as part of a team and on own initiative, and to be able to work calmly under time pressure
• Computer literacy including knowledge of Word, Excel and Outlook
• Experience of handling confidential information with discretion
• A willingness to occasionally work unsociable hours
• An interest in and understanding of the theatre sector and the National Theatre.

We support and encourage people from a variety of backgrounds, experiences and skill sets to join us and help shape what we do. As users of the disability confident scheme, we guarantee to interview disabled applicants who meet the essential criteria for our vacancies.

If you would like to speak to someone about any adjustments or have any questions you can email recruitment@nationaltheatre.org.uk and we will be in touch with you to make the necessary arrangements.

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