EA/Coordinator for Deputy CEO - Art Gallery - London

Please note this is a 1 year Fixed Term Contract. Start date by early June 2025.

This is an interesting and varied role supporting a charming and time poor Deputy CEO in a major Art Gallery. Degree standard preferred with good business acumen, numerate and financially literate with a good understanding of financial reports and data. You don't need an art background to join this amazing gallery with an international outreach. Great working atmosphere and outstanding colleagues to work with.

• Set up appraisal meetings for the DCEO with their direct reports; ensuring all documentation is complete before and after the appraisal.
• Assist the DCEO with the people management of her team, acting as the gatekeeper for these direct reports whilst building and establishing relationships with the team to keep DCEO briefed.
• Oversee expenses approvals for direct reports on behalf of DCE.
• Manage regular catch ups with Direct reports.
• Mapping direct report holidays/ensuring coverage.
• Set up budget preparation meetings for each Department and Hub.
• Assist with annual budget and performance tracking for the teams.
• Ensure information is shared with DCEO ahead of time.
• Ensure regular reports getting to DCEO to track versus budgets.
• Set up quarterly departmental and regional reviews.
• Work cross departmentally to set up new reports.
• Support global coordination for the sales teams.
• Structure, diarise and organise required global sales team reviews for the DCEO, ensuring any preparatory documents have been prepared and the DCEO is fully briefed.
• Assist the DCEO and the sales management team in setting up the operating framework and goals for the sales.
• Prepare reports/templates that will be beneficial to the management of the sales team.
• Support implementation of changes to ensure smooth running of the sales and commercial departments, drafting communication and briefing around changes etc.
• Work closely with DCEO, the commercial team, and the regional sales management team to identify areas that require global consistency in policies and guidelines.
• Support Global travel coordination - work with regional sales management teams to ensure team coordination/flag decision to DCEO.
• Being the first point of contact for the DCEO.
• Carrying out all EA from diary & meetings to travel and itineraries and expenses in a discreet, diplomatic, and efficient manner.
• Working exceptionally closely with the DCEO to anticipate their needs and be able to help prioritise requests for time and attention from all areas of the business.
• Proactive diary management, organisation, document production and travel arrangements.
• Preparation for meetings, ensuring that the DCEO has all relevant documentation ready for pre-reading/saved in the relevant folders.
• Preparation for the ExCo and OpCo board meetings, including arranging the meetings, taking minutes, collating, and sending around agendas and ensuring subsequent actions are dealt with prior to the meeting.
• Coordinate assets and resources for the Global Sales Committee.
• Building trustworthy relationships among stakeholders, internal teams, and external contacts.
• Put together presentations for the DCEO as and when required.
• Approval of invoices and expenses.

Person Specification and requirements:

• Experience: Proven track record as an Executive Assistant at Global C-suite level with business administration skills inclusive of Excel, PowerPoint and presenting information in succinct and organised ways.
• Skills: Exceptional organisational skills, meticulous attention to detail, and the ability to prioritise effectively under pressure.
• Confidentiality: Discretion and an understanding of the importance of confidentiality in an executive setting.
• Communication: Excellent verbal and written communication skills, high level of EQ.
• Pragmatic thinker/solutions driven: Ability to understand and consider several perspectives, take a pragmatic approach to developing appropriate solutions.
• Personable: Builds relationships with colleagues easily and will represent the DCEO and her office in an appropriate manner. Ability to work collaboratively with the sales team and all of the DCEO direct reports.
• Business acumen, numerate and financially literate: Understanding of financial reports and data. Process driven individual.

Role comes with an excellent package + bonus.