35 Opportunities

Closing date: 8th July 2022

Salary: £25,000 - £27,500

In this junior-level role, you'll support the director of development and director of estates on all aspects of managing their respective departments.

Southbank Centre is a national flagship cultural institution. It is Europe’s largest arts centre and one of the UK’s top five visitor attractions, occupying an 11-acre site that sits in the midst of London’s most vibrant cultural quarter on the South Bank of the Thames. Its impact and reach are significant and it is respected internationally as a convener of great artists and diverse audiences and for being entrepreneurial and innovative in response to a volatile and changing financial landscape. Southbank Centre is a charity that is determined to demonstrate its ambition to remain innovative, disruptive and experimental in what it does and to be highly relevant to the artists it wants to work with and to the audiences it wants to attract.

In this role you'll be providing engaging, efficient and effective executive and administrative support to enable the smooth running of the teams meetings and the Executive & Directors diaries. The Assistant will work closely with counterparts in the Executive Office team to ensure streamlined coordination of meetings and cross-departmental projects, along with supporting the EA to COO & the Board with preparation for Governing Committees and Board Papers. They will be an engaging interface for all teams into the Development and Estates functions, suggesting clear lines of communication and effective ways of working.

Responsibilities

• To oversee and manage the full administrative function of the Executive and Directors: including diary management, scheduling meetings, booking meeting rooms, compiling relevant briefings/papers for meetings, day packs, and smooth running of schedules.
• Understand the priorities of the Executives/Directors in order to multitask and prioritise workload for the Directors.
• To attend meetings, where required, in order to take minutes and distribute actions
• Managing all travel bookings and arrangements including schedules, meeting agendas and expense claims.
• To assist in the creation, preparation and writing of reports, presentations and briefing papers to be presented to the Southbank Centre Board and Committees.
• To undertake projects as directed by the Executives/Directors, leading meetings and undertaking research where necessary.
• To work in tandem with the EA office team to ensure adequate cover for all Executive Directors, when required, during periods of absence or annual leave and to support organisational needs.
• To manage relationships with admin and EA colleagues across departments within the Southbank Centre to keep the Executive and Directors well informed of incoming issues and concerns.
• To process written correspondence, draft return correspondence to general enquiries, and intercept incoming phone calls for the Executives/Directors.
• To meet and greet visitors, and arrange catering facilities or refreshments.
• To act as Fire Marshall (training will be provided).
• Any other duties as required by the Executive/Directors.

Financial duties

• To assist with financial processes, including processing all costs relating to the Directors’ travel and general expenses, raising purchase orders and invoices, coding invoices and credit card statements, checking of transactions

Knowledge, skills, experience

• Is highly organised, with the ability to create and maintain effective administrative procedures and systems
• Is a team worker and is able to communicate effectively and establish good working relationships with people at all levels including Senior Managers and Directors and is confident when dealing with challenging and sometimes conflicting priorities.
• Is able to multitask and stay calm under pressure.
• Has excellent written and verbal communication skills and is able to articulate their ideas clearly and concisely.
• Has excellent interpersonal skills including tact and diplomacy.
• Takes a problem solving approach and uses their initiative to make things happen.
• Is Proactive, motivated and able to be flexible and responsive to different situations and contexts
• Is able to work in a fast-paced environment with a methodical approach and strong attention to detail.
• Demonstrates an understanding of and commitment to the role that diversity and inclusion play in the activities of the Southbank Centre as a whole and in the work of this particular job.
• Is discreet and professional with the ability to handle sensitive and confidential information appropriately.
• Is able to build and manage productive working relationships with both internal and external stakeholders.

Southbank Centre believes that a commitment to diversity and inclusion helps it be a more relevant and effective organisation.

We present work for everyone and we welcome applications from everyone. By attracting people to work for us from a broad range of backgrounds with diverse attitudes, opinions and beliefs, we can continue to look at the world with fresh eyes and find new ways of doing things.

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