Executive Assistant (Production)

Main Duties

Artistic Director Administration: Manage the Artistic Director’s diary, including booking meetings, travel and accommodation; draw up itineraries and schedules for business trips and site visits; process the Artistic Director’s expenses each month.

Production Team Support: Coordinate and attend internal production meetings, producing agendas and notes to circulate to attendees; ensure all contact details for suppliers, artists and contractors are logged on our internal CRM database; organise artist travel and accommodation for site visits and project delivery.

Financial Support: Manage delegated areas of budget, if directed; manage paperwork relating to production expenses and pass on to the Finance department for payment.

Research and Reporting: Manage and collate information and data relating to sustainability monitoring; undertake research to assist with the development of future projects as requested.

A comprehensive job description can be found in the job pack on our website: https://www.artichoke.uk.com/executive-assistant-production/

Skills and Experience Required

Essential

Arts Industry Knowledge

• Middleweight industry experience working in a similar role within an arts or creative organisation
• An understanding of the relationship between technical teams and artists
• A broad understanding of arts participation and work with communities

Administration Skills

• Must have previous entry-level experience managing diary and undertaking tasks for a CEO or senior staff member
• Excellent computer and database skills, especially Microsoft Office
• Efficient and concise note taker

Personal Approach

• Dynamic and proactive approach to problem solving
• Ability to work on own initiative
• Ability to relate to a wide range of people
• Enthusiasm for working as a part of a team
• A keen eye for detail
• Ability to manage multiple work streams and prioritise accordingly with minimum supervision

Communication Skills

• Excellent written and verbal communication skills

Desirable

• Knowledge of work in the public realm with particular reference to temporary installation
• Experience of working directly with production managers and technical teams
• Knowledge of the UK arts funding environment
• Working knowledge of Spektrix or other Customer Relationship Management database
• Skills in rendering and preparing visual maps and plans through AutoCAD or other software
• Proficiency in another language

Disability Confident Employer

We can confirm that we are a Disability Confident Employer (Level 1-3) who can welcome a wide-range of disabled applicants within our level of training.

Equal Opportunities Statement

We are an Equal Opportunities Employer and welcome applicants from diverse backgrounds, regardless of their race, disability, age, sex, gender identity, sexual orientation, religion and belief, marriage and civil partnership, pregnancy and maternity and caring responsibility. We are committed to offering a working environment where everyone is valued and feels appreciated.