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Executive Assistant, Liverpool Biennial

SALARY: £24,836 – £26,746 (depending on experience)

CONTRACT: Full-time, Fixed Term for 24 months

DEADLINE: 11:59pm, 3rd March 2024

The Executive Assistant will be a key staff member at Liverpool Biennial, supporting the Director and the organisation more widely with administrative, logistical, planning and governance tasks.

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Reports to: Director

Responsible for: Trainees or voluntary staff

MAIN DUTIES:

Diary Management

  • Manage the Director’s diary and complex work schedule
  • Schedule the Director’s workload, including meetings and events, to ensure that all deadlines are kept up to date, communicated and met
  • Brief the Director regularly on all appointments, events, diary requests and invitations received, making strategic links between meetings, pre-advising on connections to be made, briefing and preparing any relevant materials in advance

Executive Support

  • Deal with the Director’s incoming emails and post, often drafting correspondence for, or corresponding on behalf of the Director
  • Create correspondence and reports for the Director, using all elements of Microsoft Office suite and Outlook (agendas, minutes, letters, reports, notes, PowerPoint presentations, memoranda and written drafts etc.)
  • Liaise effectively and confidently with internal and external contacts, including artists, senior staff of partner and other related organisations, locally nationally and internationally, fostering an approachable environment for colleagues, artists and partners
  • Organise the Director’s and Liverpool Biennial’s Guest Curator’s national and international travel, booking all tickets, preparing and managing itineraries and arranging any necessary visas, insurances and accommodation
  • Organise national and international travel for the Director of Development, Marketing and Communications and Director of Programme and Partnerships
  • Organise and co-ordinate artist travel and accommodation for visiting artists for Liverpool Biennial
  • Ensure that invitations to participate and/or speak at events and/or similar activities receive prompt responses and are actioned appropriately
  • Schedule and co-ordinate internal and external meetings, making all necessary arrangements including creating agendas, distributing paperwork, booking venues and arranging catering/hospitality
  • Prepare audio-visual presentations and accompanying notes for the Director to take to speaking events
  • Liaise with key stakeholders and funders providing support on the preparation of reports
  • Organise internal Biennial meetings, chaired by the Director, preparing and distributing agendas and minutes in good time
  • Support the Director with personal administration to increase capacity for Liverpool Biennial role
  • Coordinate and manage stakeholder and VIP attendance, tours and visits particularly during the Biennial period

Finance

  • Monitor and administer the Director’s and Curator’s expenses and credit card records, ensuring that payments are processed quickly and efficiently in accordance with Biennial financial procedures

Board/Governance

  • Prepare agendas and papers for Board and committee meetings and AGM
  • Ensure that all Board and Sub-Committee meeting papers are distributed to meeting participants no later than two weeks before the meeting
  • Take minutes of the Board, Sub-Committees, and other meetings, producing and distributing them professionally and quickly within two weeks of meeting date
  • Work with the Operations Manager to ensure that new Trustees are fully inducted into the Biennial and are sent all relevant joining documentation
  • Ensure that all records and documents (e.g. declaration of interest, E&D) relating to the Trustees are kept up to date
  • Process and administer expenses for the Chair and Trustees, including Trustee related expenditure

Miscellaneous

  • Act with discretion and maintain confidentiality in all matters
  • Represent the Director and Liverpool Biennial to the outside world
  • Attend training and professional development opportunities as required.
  • Work within the context of Liverpool Biennial’s Equity, Diversity and Inclusion policy, Code of Conduct, Sustainability policy and other policies at all times
  • Other duties as required, commensurate with the nature and responsibility level of the role.

PERSON SPECIFICATION

Essential:

  • Strong attention to detail and excellent spelling and grammar
  • Demonstrable organising and planning expertise
  • Meticulous eye for detail, good writing and proof-reading and presentation skills
  • Confident, positive and approachable when dealing with a wide range of staff and artists and stakeholders at all levels
  • Excellent proof-reader, immaculate presentation of work
  • Proficiency in Microsoft Office Suite, including PowerPoint and Excel.
  • Excellent communication skills, written and verbal
  • Strong team ethic with the ability to work independently
  • Excellent interpersonal skills
  • Commitment to Equality and Diversity and Environmental Sustainability

Desirable:

  • Diary management experience
  • Project management experience
  • Strong typing ability and previous experience of Databases
  • Diary management experience
  • Budgets administration experience
  • Knowledge of Liverpool City Region, and Liverpool Biennial

Download our Job Information Pack below to find out more.

Executive Assistant – Job Information Pack

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