Personal Executive Assistant and Office Manager

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Personal Executive Assistant and Office Manager

FULL-TIME · DUNDEE

Salary: c£24,000

Contract type: Permanent, full-time 

Reporting to: Director of V&A Dundee

Department: Finance, Resources and Planning 

We are now recruiting for a Personal Executive Assistant and Office Manager to provide high level secretarial and administrative support to the Director of the V&A Dundee. In addition, the successful candidate will co-ordinate and underpin all administrative functions within the V&A Dundee office effectively, efficiently and proactively.

This is an exciting opportunity to work at the heart of the first ever design museum in Scotland, working closely with the Director across all aspects of the operation of V&A Dundee, a new international centre of design, set to be a place of inspiration, discovery and learning for all who get involved. 

Role profile

To provide high level assistance and support to the Director of V&A Dundee and be responsible for the management of the V&A Dundee office. 

Duties and Responsibilities

  • Support the workload of the Director, by assessing the importance and urgency of requests and delegating where necessary to ensure effective continuity.
  • Manage and deal with all aspects of a busy and constantly changing Director's schedule, including taking responsibility for the follow-up arrangements such as organising internal and external meetings, arranging locations, co-ordinating invitations, conferencing facilities, equipment and refreshments. 
  • Screen phone calls (including press calls), replying to calls or arranging replies, and dealing with appointment requests.
  • Handle all information flowing through the Director’s office with discretion and confidentiality. Administer all correspondence and e-mail to the Director either directly by acknowledging with a holding response, redirecting or drafting a suitable response for signature. Arrange suitable follow up system to capture all correspondence.
  • Act as the first point of contact for all communications between the Director, the senior management, DDL Board and other relevant groups
  • Support the Director in liaising and cultivating relationships with donors, lenders, designers, artists and wider supporters, working closely with colleagues across museum departments to this end. 
  • Manage all travel arrangements on behalf of the Director and within budget. There may also be a need to manage travel for DDL Board members or visiting project teams both in the UK and internationally.
  • Generate yearly schedule of meetings for DDL Board, Senior Management Group and sub-groups in accordance with the corporate planning cycle.
  • Prepare, assemble and distribute DDL Board and Senior Management Group agendas and related papers.
  • Set up all directorate meetings, including the taking of and timeous dissemination of minutes, and subsequently ensuring that action points are completed in a timely fashion.
  • Liaise across a wide range of external bodies including DDL Board members, Founding and Funding Partners, Scottish and UK Government, V&A South Kensington and Senior Management on a daily basis.
  • Source data from external and internal systems to prepare reports and presentations including board papers and management information for a variety of end-users.
  • Maintain expense management system for the Director including and monitoring control of the Director's expenses. 

Office Management 

  • Responsible for office spaces, including planning, improving and delivering effective office functionality
  • Responsible for office policies, procedures and efficient budgeting for office responsibilities
  • Liaise with staff over office procedures and protocols
  • Liaise with suppliers and facilities management where required
  • Maintain an electronic and paper-based filing system to facilitate effective information management

This job description is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties as required. 

Person specification

Knowledge and Experience

  • Proven track record in a PA role at an executive level
  • Exceptional knowledge of all Microsoft Office applications including, Word, Excel and PowerPoint.
  • Excellent administrative, interpersonal and communication skills (both oral and written)
  • Experience of minute taking and preparing agendas and papers for meetings
  • Effective time management and experience of managing a busy diary
  • Team working skills to support working partnerships at all levels
  • Previous experience of working in an arts environment would be advantageous 

Personal Qualities

  • Confidentiality and discretion
  • Highly organised and self-confident
  • Excellent communication and organisational skills with an eye for detail
  • Flexibility in dealing with multiple and varying duties and performing well under pressure
  • Professional manner when dealing with both internal and external parties
  • Outgoing and proactive, capable of independent judgement and action
  • Exceptional reliability
  • Willingness to be flexible over working hours when required
  • Appreciation of/some understanding of culture, the museum sector and the arts 

Qualifications 

A good level of education and a secretarial or administration qualification is desired. However, the relevant level of experience will also be considered. 

Deadline for applications: no later than 17.00, 15 August 2018. Interviews will be held on 23 August 2018 in Dundee.

V&A Dundee is committed to equal opportunities and welcomes applications from all sections of the community.