Executive & Administration Assistant in Stoke-on-Trent

Location: Onsite, Lichfield (Head Office)

Reports to: Chief People Officer

Working Hours: Full time, Monday to Friday, 8:30am – 5:00pm

At Clarendon Fine Art, we bring art to life, in our galleries, on board luxury cruise ships, and through our passionate teams across the UK and beyond. Our Head Office is the creative and operational heart of the business, and we’re now looking for a confident, polished, and proactive Executive & Administrative Assistant to join our team.

This is a varied and fast-paced role that bridges front-of-house excellence with proactive executive and administrative support. You’ll be the first point of contact for visitors and clients, representing Head Office with professionalism and warmth, while providing trusted, high-quality support to Directors and ensuring the smooth running of day-to-day operations.

• Front of House Excellence

• Welcome visitors, clients, and couriers with professionalism and warmth
• Manage reception calls, emails, and door access, ensuring a seamless front-of-house service
• Coordinate meeting rooms, refreshments, and catering for internal and external meetings
• Provide tea and coffee service for Directors and guests
• Maintain tidy, well-presented reception and communal areas
• Oversee post, deliveries, and courier services (Evri, InPost, etc.)
• Order office supplies, stationery, and refreshments (including Ocado and milk)
• Coordinate facility requirements and ensure a professional, welcoming Head Office environment
• Represent Clarendon Fine Art as a polished and trusted ambassador at all times

• Provide confidential and professional support to Directors and senior leaders
• Manage diaries, schedules, and meeting coordination
• Prepare and print documents, presentations, and meeting materials
• Take and distribute notes for key meetings (e.g. H&S Forum, Senior Meetings)
• Arrange travel and accommodation for Directors and wider teams
• Raise and process purchase orders and liaise with suppliers
• Process and reconcile credit card statements, receipts, and expenses
• Support valuations administration, artist correspondence, and related documentation
• Assist in the organisation of internal events and celebrations (e.g. festive or internal campaigns)
• Manage gifting and communications for birthdays, long service, and other milestones
• Provide general administrative and project support to Head Office teams

About You

• Experienced in or PA/EA support, ideally to senior leaders
• Exceptionally organised, proactive, and discreet
• Excellent communicator who can represent Clarendon with confidence and warmth
• Calm under pressure with excellent attention to detail
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Collaborative, adaptable, and motivated – with a genuine pride in delivering excellence

Why Clarendon

• You’ll join a creative and fast-growing business where passion and professionalism go hand in hand. Every role here matters, and in this one, you’ll help shape the experience of everyone who walks through our doors.
• At Clarendon Fine Art, we celebrate diversity and are committed to building an inclusive workforce that reflects the clients and communities we serve.
• 33 days annual leave (including Bank Holidays).
• We offer a fantastic employee discount scheme on our portfolio of art work.
• Contributory employee pension scheme.
• Develop and advance your career with promotion and progression opportunities.
• Join the wider company at social events throughout the year.
• We offer you benefits and discounts including food, drink, retailers and fun days out!
• Free HQ and Operations parking.