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- Tasks: Support the Chief Executive and senior management with diverse administrative tasks.
- Company: Join a vibrant arts organisation in south Edinburgh, celebrating live music.
- Benefits: Competitive salary, flexible hours, and a fun team environment.
- Other info: Exciting opportunities for growth and creativity in a supportive atmosphere.
- Why this job: Be a key player in shaping our future as we approach our 50th anniversary.
- Qualifications: Strong organisational skills and a friendly, collaborative attitude.
The predicted salary is between 16200 - 27000 £ per year.
Salary: £16,200 (£27,000 FTE). Contract: One-year fixed term, with possibility for extension. 3-month probationary period. Start date: As soon as possible. Hours of Employment: 21 hours per week (0.6 FTE) mainly during standard office hours. Working patterns to be discussed at interview and determined to suit both candidate and business requirements. Some hybrid working will be possible, but regular on-site working at our offices in south Edinburgh will be required, especially at the start of the contract.
The Executive Assistant will play a key role in supporting the Chief Executive and senior management team with their busy workload. We need an organisational lynchpin to help us keep on doing what we do best – providing a space where audiences and artists meet to share exceptional sound up close. We are welcoming, friendly and supportive and value teamwork, communication and collaboration. We work hard, but we also try to have fun and have the regular privilege of feeling the joy only live music can bring. It is an exciting time to join us, as we write the next chapter of our Artistic Strategy and plan for the venue’s 50th anniversary in 2029. Your role will be central to keeping everything ticking. If you like to shape and organise systems, take pride in getting details right and are a friendly team player who thrives on staying on top of a flexible and varied workload, we would love to hear from you.
Key responsibilities
- General administrative support for the Chief Executive e.g. diary management, meeting scheduling, correspondence, travel arrangements, event and artist administration.
- Scheduling, organising and preparing for quarterly Board meetings, sub-committees and working groups.
- Attendance at meetings, minute taking and follow up with those responsible for resultant actions.
- Creating a secure, accessible and logical online file management system.
- Providing a link between the executive team and Trustees when necessary.
- Working with the Operations Manager to update a live maintenance plan; diarising and sending reminders to ensure tasks are carried out in a timely manner.
- Liaising with suppliers to schedule activity, establish quotes and manage invoices.
- Ensuring all policies are kept in line with current legislation.
- Assisting on recruitment and onboarding.
- Maintaining accurate records which comply with all relevant data regulations.
- Assisting with internal comms, action plans and meetings.
- Supporting with IT set up and raising issues with external providers.
- Assisting the Finance and Commercial Manager to track and co-ordinate financial information when required.
- Precise data input using Excel.
- Assisting with research towards company goals e.g. strategic, operational, marketing and fundraising.
- Gaining an understanding of the ticketing system (Spektrix) and event management system (Artifax) to provide extra support if and when needed.
- Organising team social events.
Executive Assistant employer: The Queens Hall
Contact Detail:
The Queens Hall Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Assistant
✨Tip Number 1
Network like a pro! Reach out to people in the industry, attend events, and connect with potential colleagues on LinkedIn. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and its culture. Understand their mission and values, and think about how your skills as an Executive Assistant can help them achieve their goals. Show them you’re not just another candidate!
✨Tip Number 3
Practice makes perfect! Do mock interviews with friends or family to get comfortable with common questions. Focus on showcasing your organisational skills and ability to manage a busy workload – that’s what they’re looking for!
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen. Plus, it shows you’re genuinely interested in joining our team and contributing to the exciting journey ahead.
We think you need these skills to ace Executive Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the Executive Assistant role. Highlight your organisational skills and any relevant experience that shows you can juggle multiple tasks while keeping everything running smoothly.
Craft a Personal Cover Letter: Your cover letter is your chance to shine! Use it to express why you're excited about this role and how your skills align with our mission. Don’t forget to mention your love for live music and teamwork!
Showcase Your Attention to Detail: As an Executive Assistant, attention to detail is key. In your application, make sure to demonstrate how you've successfully managed details in past roles. A small mistake can be a big deal, so show us you’ve got it covered!
Apply Through Our Website: We encourage you to apply through our website for a smoother process. It helps us keep track of applications and ensures you’re considered for the role. Plus, it’s super easy!
How to prepare for a job interview at The Queens Hall
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of an Executive Assistant. Familiarise yourself with diary management, meeting scheduling, and the importance of supporting senior management. This will help you demonstrate your knowledge and show that you're ready to hit the ground running.
✨Showcase Your Organisational Skills
As an Executive Assistant, being organised is key. Prepare examples of how you've successfully managed multiple tasks or projects in the past. Bring a portfolio or notes that highlight your ability to create efficient systems, as this will impress the interviewers and show them you can keep everything ticking smoothly.
✨Emphasise Teamwork and Communication
This role requires collaboration with various teams, so be ready to discuss your experience working in a team environment. Share specific instances where your communication skills helped resolve issues or improve processes. This will highlight your fit within their friendly and supportive culture.
✨Ask Thoughtful Questions
At the end of the interview, don’t forget to ask questions! Inquire about the company’s upcoming projects or how they envision the Executive Assistant role evolving. This shows your genuine interest in the position and helps you gauge if it’s the right fit for you too.