Executive Assistant to the Artistic Director in London

Responsible to: Artistic and Executive Directors

Salary: Circa £29,000 - £31,000 per annum

Hours: 35 hours per week (generally 10am to 6pm Monday to Friday).

Occasional evening and weekend work may be required.

Due to the nature of the role, this post is required to be based in the office 5 days a week.

Holiday: 25 days per annum pro rata, rising by one day per full financial year served to a maximum of 30 days.

Key Objectives of the role

Thisroleisthefirstpointofcontactforanyonewishingtospeak to or meet with the Artistic and Executive Directors. The role is to provide high-level personal assistanceandadministrativesupporttotheArtisticDirectorandExecutiveDirector whererequiredonalltheirresponsibilitieswithdiscretionandconfidentialityensuring the Executive Office runs smoothly and effectively.The role also administers and supports the Board of Trustees and supports the Artistic Director in key artistic projects.

Our Values

Our values guide how we work: with artists, with audiences, with our communities and with each other. We use them to sense-check ourselves, guide our choices and hold ourselves to account. By living these values we uphold the spirit of the Young Vic.

Please see our values here.

Our Equity, Diversity and Inclusion Commitment

The Young Vic is committed to being an inclusive and diverse organisation, representing the community around us and being open to all. Our leadership team and staff share a joint commitment to prioritising the wellbeing of everyone engaging with the Young Vic. We are working together to create a culture of care and respect for all, and we commit to holding each other accountable for building and maintaining this culture.

Our Anti-Racism Commitment

Our leadership team and staff share a joint commitment to prioritising the wellbeing of Black people and people in the Global Majority at the Young Vic. We are working together to create a culture of care for all, but especially those with lived experience of racism, and we commit to holding each other accountable for building and maintaining this culture. We believe that making the Young Vic an anti-racist organisation, and a place where racism is not tolerated, makes the culture better for everyone.

Key Duties

Diary managementand scheduling

• To manage the Artistic Director and Executive Director’s diaries and emails on a day-to day basis, responding to a high number of internal and external meeting requests and an extremely busy organisational schedule.
• Set up, facilitate and manage all internal regular meetings between wider staff team and the Artistic Director and/or Executive Director including booking, minuting and arranging Town Halls, Senior Management Meetings and the weekly Staff Update meeting. Book weekly/bi-weekly line management catch ups as requested.
• Manage and note all requests for the Artistic Director’s time via email, telephone and letters and respond/forward as required. Ensure all emails are responded to within a timely manner, representing the organisation professionally at all times.
• Where appropriate, to understand the reason for meetings and to arrange follow up meetings and/or papers as requested.

  AdministrationfortheArtisticDirector

• Help manage correspondence on behalf of the Artistic Director. To include both paper and electronic redirecting as appropriate, organising replies and drawing attention to matters for urgent attention.
• Organise room bookings, refreshments and equipment for meetings and produce documents, briefing papers, reports, minutes and presentations in preparation.
• To provide administrative and secretarial support, including drafting correspondence, tracking evolving priorities and summarising the key points of information.
• To ensure effective information management including an address database, record keeping, manual and electronic filing.
• Liaise with the Welcome Team and Ticketing in order to secure seats for guests of the Artistic Director where possible.
• To develop a good knowledge and understanding of the Artistic Director’s activities and responsibilities both within Young Vic and externally and provide assistance on all these activities.
• Welcome visitors on behalf of the Executive Team, ensure they are directed to the correct meeting space and that meetings do not run over/run behind.

The Board

• Support the Executive Director, Chair of the Board of Trustees and Chair of the Finance Committee with administrative duties in setting up and organising the Finance Committee and Full Board meetings, preparing and sending out board papers and monitoring attendance
• Take accurate minutes of all Trustee meetings, circulating and filing in a timely and visible way
• Guiding the Chair and Executive Director with Board rotation and administration
• Supporting the recruitment and Induction of new Trustees
• Ensure Companies House has accurate records of all Trustees and that our Annual Accounts are filed online as directed.
• Ensuring that all Trustee paperwork required is up to date and in line with the relevant legal guidelines.

  Finance

  • Oversee and work within the Exec Support Costs budget
  • Complete Soldo (credit card) reconciliations and expenses requests on behalf of the Artistic Director and Executive Director.

  Travel

  • Plan and book all transport and accommodation arrangements for the Artistic Director and Executive Director.
  • Complete applications for personal visas on behalf of the Executive Team and ensure all documentation is clear and up to date.
  • Source and book all accommodation for trips within budget and schedule.
  • Research and plan itineraries, book meetings, shows, table reservations for the excursion as required.

  ArtisticProjects

• To provide administrative support to the Artistic Director in the development and maintenance of artistic projects, submissions and artist relationships
• Undertake research on behalf of the Executive Team, as requested, into industry benchmarking, developments and best practice.

General

• Represent the Young Vic as required, and act with the best interests of the Young Vic at all times
• Embody the Young Vic values including adherence to our policies including, Anti Racism, Ethical Giving, Health and Safety, Safeguarding and Equality Diversity and Inclusion and any other policies as outlined in our Staff Handbook.
• Respect confidentiality and follow best practice around Data Protection in line with the Data Protection Act 2018 (GDPR)
• NB: This list is not exhaustive and the role may include other duties as may reasonably be required.

Person Specification

Essential Skills

• Excellent administrative and organisational skills, with proven experience providing high level support to senior managers
• Excellent diary management skills, with the ability to coordinate complex schedules and balance competing professional commitments
• Demonstrable experience of working within a creative environment and an interest in current developments in these areas.
• Excellent written and verbal communication skills with the ability to communicate effectively at all levels with a record of drafting letters, reports, management papers and taking accurate and concise meeting minutes.
• Confident people skills, able to build relationships quickly, pro-actively resolve issues and work collaboratively with others as required.
• Experience working flexibly and calmly in a fast paced environment, prioritise effectively and meet deadlines
• Ability to organise events efficiently and liaise with a range of internal and external individuals and groups.
• Excellent IT skills, especially with Word, Excel, PowerPoint and Outlook, and experience using Microsoft Teams and Zoom
• Experience and skills in proactively creating and following office administration procedures
• A high level degree of trust, confidentiality, discretion, and tact with an understanding of GDPR.

Desirable Skills

• Experience of factual research.
• Knowledge of Apple products, especially iPhone and Macs and how they work with Microsoft based networks.
• Ability to contribute constructively to creative discussions and decision making.
• Experience of managing international relationships.
• Understanding of national and international travel and visa arrangements.