Assistant to the Director

THE GRADUATE PROJECT LIMITED; Greater London; On-site; GBP 60,000 - 80,000; Full time

Job summary

A prestigious company in the creative arts is seeking a committed individual for an administrative support role in London. You will provide high-level support to senior managers, managing complex tasks and acting as a point of contact with both internal and external parties. Responsibilities include maintaining filing systems, diary management, organizing meetings and travel, and promoting sustainability in operations. Ideal candidates should possess strong organizational and communication skills.

Qualifications

• Strong organizational skills to manage multiple tasks concurrently.
• Excellent communication skills for high-level correspondence.
• Experience in diary and meeting management.

Responsibilities

• Maintain comprehensive filing systems.
• Manage diaries and coordinate meetings.
• Prepare briefing materials in advance.
• Support communication and correspondence.
• Ensure sustainable working practices.

Job description

Our client is a prestigious company in the creative arts industry and are looking for a committed individual to join their dynamic team in London.

Working within the Finance departments, this post provides high level of administrative support to 2 senior level managers and manages a varied range of complex and daily tasks and acting as a trusted point of contact for internal and external contacts, the post holder frequently will be liaising with the Directors and a large number of external stakeholders, communicating at a high level on often complex and confidential issues.

Key responsibilities

• Maintaining comprehensive filing systems, both electronic and paper as appropriate.
• Diary management
• Co-coordinating all aspects of meetings, travel and hotel arrangements (both national and occasionally international).
• Planning ahead to anticipate the need for briefing materials (for meetings, travel or visitors), prepare them in advance of meetings and follow up afterwards. Attending meetings and producing notes as required.
• Undertaking other administrative tasks as relevant to the scope and level of the role.
• Supporting the timely communication and circulation of written correspondence to other members of the departments and/or the wider Organisation.
• Promoting sustainable working practices and reducing the environmental impact of the Organisation’s operations in line with its Sustainability Statement.
• Preparing for internal and external meetings (including liaison with other colleagues, reception desk for passes, refreshments, etc.).