Executive Assistant Job Description and Person Specification

The Beginners Guide to Breakdancing workshop at Tarner Park with Jamaal O'Driscoll as part of Our City Dances 2021. Photo by Summer Dean

Job Description 

 

Job Title:

Executive Assistant

 

Responsible to:

Executive Director 

 

Hours:

Full time - 37 hours per week to include sessions in the evening and weekends as necessary (no overtime is payable but time off in lieu may be taken in agreement with line manager).  The Dance Space will be open from 8am to 9pm Monday to Saturday

 

Contract:

Permanent

 

Holiday  

Entitlement:

22 days per annum plus Bank Holidays

 

 

Notice period:

1 month

 

Probationary  

Period:

 

3 months
Office Base:

The Dance Space, Brighton

 

Salary:£19,000

 

 

Key tasks

 

Building Administration

  • Lead on booking and managing external hires for the Board Room and small meeting room and ad hoc hires of the Artists’ Pods 
  • Co-ordinate the administrative work of the Receptionist(s)
  • Provide reception cover as required

 

Office Administration

  • Maintain general filing and administrative systems and procedures 
  • Ensure stocks of refreshments and stationary are maintained
  • Ensure smooth running of South East Dance’s office IT, answering queries, reporting problems to IT consultant and ensuring issues are followed up 
  • Assist in ensuring contacts on Monad, our customer relationship management system (CRM) are kept up to date.
  • Organise all staff meetings and staff events under the direction of the Artistic Director or Executive Director
  • Book staff travel as required

 

Financial administration

  • Assist the Finance Manager in the operation of the South East Dance accounts email 
  • Enter incoming invoices and income receipts on the expenditure and income records and ensure that they are forwarded to the budget holder for checking and authorisation
  • Oversee procedures for petty cash
  • Reconcile staff credit card statements

 

Fundraising administration

  • Support the Head of Fundraising with administration and correspondence
  • Support the delivery of cultivation and stewardship events 
  • Support the Communications team with digital fundraising initiatives.
  • Carry out research to support funding bids

 

Governance

  • Ensure all board related documents and forms are correctly signed and filed 
  • Set up Board, Finance & Audit and Remuneration committee meetings
  • Collate and circulate papers for meetings
  • Book meeting rooms and refreshments for meetings
  • Attend Board, Finance & Audit and Remuneration committee meetings and take minutes
  • Write up meeting minutes

 

HR Support

  • Assist the Executive Director with the maintenance and update of personnel details and information for staff as directed
  • Coordinate recruitment campaigns and the recruitment process in conjunction with the Comms team and line managers
  • Record toil, sickness, absences and annual leave for staff
  • Carry out inductions for new staff in conjunction with line managers

 

Personal Assistant to the Artistic Director and Executive Director

  •     Organise and maintain diary and arrange meetings
  •     Arrange travel, visas and accommodation, manage travel itineraries and reconcile expenses
  • Undertake ad hoc tasks as requested

 

Other

  • Represent SED, its values and its work at all times 
  • Work within all legislation and company policy including equal opportunities and health and safety 
  • Be a Fire Warden and First Aider (training will be provided)
  • Contribute actively to the overall activity of South East Dance, providing general assistance to colleagues as required
  • Be responsible, in conjunction with the Building Manager for office health and safety, including first aid and fire safety. (training will be provided where needed)

 

Experience and skills

 

Essential

  • Excellent organisation skills
  • Commitment to equality, diversity, inclusion and anti-racism
  • Good computer skills: high level of competence in Word, Excel, Outlook
  • Literacy and numeracy skills 
  • Competent at balancing a range of different demands and the ability to prioritise
  • A calm and well-organised approach to work
  • Able to use initiative to solve problems and answer queries.
  • Excellent inter-personal skills: ability to relate to a wide group of people in a professional manner 
  • Able and willing to work some evenings and weekends 
  • Willingness to apply for a DBS (Disclosure and Barring) certificate

 

Desirable

  • 12 months+ previous experience in a similar role
  • Minute/note taking skills
  • Customer service experience 
  • Experience of handling confidential and sensitive information
  • Experience of financial administration
  • Experience in basic first aid and fire safety procedures 
  • Experience of working in an arts or similar venue

 

 

 

Executive Assistant Job Description (Audio)

Executive Assistant

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Executive Assistant

About South East Dance

We are an arts charity that works with dance professionals and people across the region to make the South East a thriving home for dance.

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About South East Dance

About The Dance Space

The Dance Space will be the South East’s new home for dance in the heart of Brighton & Hove.

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About The Dance Space

How to Apply

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Our Inclusivity Commitment

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Our Inclusivity Commitment