Director\'s Assistant (Maternity Cover) in London

We are looking for an enthusiastic Director's Assistant to join and support the Director and Executive Team at Somerset House Trust. As the home of cultural innovators, the Trust connects creativity and the arts with the broader society.

At the heart of the organisation, the Director’s Assistant will provide efficient and effective administrative support to leadership at Somerset House Trust, contributing to the delivery of wider organisational objectives. Reporting into the Director of Somerset House, you will be the primary point of contact and coordination for the Director’s daily operations. This role is suited for someone highly organised, detail-oriented, who enjoys multi-tasking and contributing to the smooth running of a busy cultural organisation.

What we are looking for:

• Management of the Director’s diary, ensuring all appointments are accurate and up to date.
• Supporting the Director in other ways such as email management and travel.
• Where required supporting requests from trustees and other key stakeholders.
• Managing the use of the Executive meeting room and coordinating room bookings for other Directors and leadership activity to ensure the team has appropriate space for each requirement.
• Processing expenses for the Director’s office for effective reporting and budgeting.
• Maintaining key stakeholder contact information and activity within databases (such as Tessitura, Raiser’s Edge and Asana) with accuracy and care.
• Assisting in the logistics for staff-wide, Executive and other leadership meetings, ensuring agendas are collated and circulated in a timely manner.
• Attend Executive and other leadership meetings, as required, to capture clear notes and record key actions.
• Supporting the Governance Manager with the logistics for Trustee Board meetings, including the preparation and circulation of board papers.
• Supporting other teams (such as Development, Exhibitions and Studios) by gathering and organising guest lists and administrating RSVPs for key events such as Private Views and cultivation events.
• Supporting the Senior Stakeholder Manager and working with the Development Coordinator to provide administrative support for other external facing events or initiatives.

Skills, knowledge & expertise required for the role:

• Strong experience providing high-quality administrative support for senior leadership, including complex diary management and expense processing.
• Knowledge of, or a strong interest in, the Arts, Culture or Heritage sectors.
• Experience managing competing priorities and meeting deadlines.
• A track-record of working in a role that requires high levels of confidentiality and integrity.
• Strong interpersonal skills with ability to interact warmly and professionally with internal contacts and external stakeholders at all levels (including Trustees and sector leaders).
• Excellent written and verbal communication skills, with the ability to draft clear correspondence and take accurate meeting notes.
• Extensive knowledge of Microsoft Office (Outlook, Word, Excel and PowerPoint).
• Ability to work accurately within databases and project management systems (such as Tessitura, Raiser’s Edge and Asana).
• Ability to work with tact and discretion and respect for handling sensitive and confidential information.

Benefits to working at Somerset House:

• Access to our external Employee Assistance Programme (CiC) for free 24/7 confidential advice and support, including up to 6 free counselling sessions per year where needed.
• Mental health support and guidance from our in-house trained Mental Health First Aiders.
• Hybrid working based on having 3 days in the office per week (pro rata if part-time).
• Contribution towards eye tests and glasses.
• Trust life insurance scheme.
• Enhanced annual leave - 25 days plus bank holidays (pro rata).
• Birthday leave - additional day leave.
• Celebration day - to celebrate anything of your choice.
• Sick leave - 20 days full pay, followed by 20 days half pay (pro rata & following 3 months service).
• Emergency dependent care - option to use 25% of paid sick leave for emergency care of a dependent (pro rata & following 3 months of service).
• 8% employer pension contributions, no employee contribution required.
• Option for salary sacrifice.
• Season ticket loan.
• Cycle to Work scheme.
• Discounts, offers and free stuff including tickets to Somerset House events and entrance to other museums, galleries and heritage sites in London.
• Discounts in Somerset House cafes and restaurants.
• Discounts with various high street retailers and restaurants.
• Discounts to local leisure centres.