Summary
You will support CEO & Executive Office Manager to maintain the smooth running of the CEO/Executive Office. You will undertake key administration tasks which support members of the Executive Team, Presidents and Vice-Presidents including booking of travel, liaison with members, supporting the arrangements for internal meetings & taking meeting notes.
More Details
Executive Administrative Support
- Support the management of the Co-CEOs' diaries, including liaising with internal and external colleagues to arrange virtual and in-person meetings.
- Provide diary support to members of the Executive Team and liaise with Presidents and Vice-Presidents as directed by the CEO & Executive Office Manager.
- Provide administrative and project support to the Executive Team as required.
- Coordinate travel logistics for the Co-CEOs and Executive Team, including booking travel and accommodation as required.
- Support arrangements for internal meetings, including Board meetings, ensuring refreshments are booked and meeting rooms are set up correctly.
- Take appropriate meeting notes as required.
- Prepare and circulate Executive and Heads of Department meeting agendas in advance, record action points, and follow up to ensure completion before the next meeting.
- Provide administrative support to the CEO Office, including processing invoices and expenses, monitoring the inbox, and sending correspondence on behalf of senior leaders.
- Code and reconcile credit card statements for the Co-CEOs and Executive Team.
- Use technology innovatively to improve the efficiency of routine administrative processes.
- Ensure member enquiries are directed to the appropriate team and handled smoothly by the Membership directorate.
- Coordinate the logistics and operational management of staff training courses.
- Be an active member of the cross-departmental coordinator team, providing administrative cover and support, including updating the CRM and company websites and covering TKTS shifts or the front desk when required.
- Undertake any other duties as reasonably required.
- Internal Communications
- Coordinate the fortnightly team newsletter, including gathering input, issuing reminders, and working with the CEO & Executive Office Manager to include key organisational updates.
- Manage the staff intranet and CEO SharePoint drive, and undertake the ongoing maintenance of the Board intranet.
- Coordinate monthly team breakfasts, liaising with Operations on catering and technical requirements and preparing agendas with input from Heads of Department and the Executive Team.
- Assist with the delivery of Industry Insights sessions for staff, including scheduling guests and liaising with Operations to ensure rooms are set up appropriately.
Special Projects
- Provide administrative, logistical and project support for the Olivier Awards, West End LIVE, UK Theatre Awards and Theatre Conference.
- Attend press nights where appropriate and take advantage of trade tickets when offered.
- This role may include some work on evenings and weekends, as required by your line manager and directed by the Events team
Directorate
This role sits within the CEO Office team whose focus is to support the CEOs and Executive team to deliver the core strategy and ensure that we operate in the most innovative way to deliver the organisation's goals in partnership with our members. Our team plays a key role in ensuring cross organisational projects are delivered cohesively and effective administrative support is provided across the organisation.
Reporting to your line manager
CEO and Executive Office Manager
Direct reports
None
Technical knowledge & skills required
- Basic working knowledge of Microsoft package including Outlook, Word and PowerPoint
- Eagerness to learn new skills
- Attention to detail
- Ability to communicate professionally with a range of people
- Ability to handle confidential and sensitive information with discretion
- An understanding and commitment to equality, diversity and inclusion
- An interest and broad understanding of the theatre industry.
Closing Date for Applications
Closing date: 13 October, 12:00pm
Interviews
First-round interviews week commencing 19 October
We welcome applications from all and are open to discussing access requirements. If you would like to discuss any access needs during your application or, if you are selected for interview, at the interview stage, please email us at and the HR team will get in touch with you.
We cannot support Visa applications; all applicants must have the right to work in the UK
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