EA & Office Manager (Maternity cover)

Artiq; Greater London; Hybrid; GBP 38,000 - 52,000; Full time

Job summary

Artiq in London is seeking an experienced Personal Assistant/Executive Assistant to provide comprehensive support to the Commercial Director and Managing Director. The role spans diary management, email handling, travel coordination and preparation of briefing materials for meetings.

You will also support commercial activities, client communications, IT and office operations, plus People & Culture processes including recruitment and onboarding.

Qualifications

• Extensive PA or EA experience.
• Proficient in Microsoft Office suite.
• Dropbox file management experience.
• IT support experience.
• Office management responsibilities.

Responsibilities

• Diary and email management for the Commercial Director (CD) and Managing Director (MD).
• Commercial support and coordination of communications with clients/partners.
• IT, Office management, Health & Safety and People & Culture support.
• Recruitment and onboarding/off-boarding support for P&C.

Skills

PA/EA experience

Microsoft Office

Dropbox file management

IT support

Office management

Job description

Artiq is a dynamic team of over 40, bringing momentum to a new arts economy where artists and creative businesses can thrive, and careers can be built. Working with an international client base, we are growing fast and creating new opportunities all the time for talented people passionate about art.

Based in London and operating in 25+ countries, we work with and represent some of the best artists in the world and help our clients to build collections and experiences, giving them unrivalled access to the cultural world.

Purpose of the role

Provide efficient administrative, organisational and business support to the Commercial Director (CD) and Managing Director (MD), helping them prioritise their time and supporting the smooth running of commercial operations. Provide central team support across IT, Office management, Health & Safety and People & Culture (P&C).

• Diary and email management for CD and MD
• Commercial support
• Team support - IT, Office management, Health & Safety
• People & Culture (P&C) support - recruitment and onboarding/off boarding support

Reports to

Commercial Director (dotted line to Managing Director)

Key responsibilities

Diary, Email Management and meeting preparation

• Proactively manage the diaries and inboxes of the CD and MD, prioritising and filtering correspondence, scheduling meetings and drafting responses where required.
• Ensure both Directors are fully prepared for meetings with the necessary briefings, documents and information in advance.
• Assist in preparing documentation for internal meetings, such as Town Halls and Board Meetings, ensuring materials are collated and submitted on time.
• Coordinate Town Hall comms and on-the-day set up.
• Arrange and coordinate travel, accommodation and itineraries, when needed.
• Process and reconcile monthly expenses in line with company policy.
• Maintain absolute confidentiality and discretion in regard to all Board related matters/work.

Commercial Support

• Support the CD with project administration, sales pipeline management (including Salesforce) and tracking new business activity.
• Coordinate client and partner communications, ensuring excellent relationship management.
• Assist in preparing presentations, reports and other commercial materials as needed.
• Always represent the company professionally and act as a brand ambassador.

Team, Office and IT Support

• Act as the joint Health & Safety Officer, responsible for maintaining the company"s health & safety standards and guidelines, including the Health and Safety Manual, and ensuring the company has sufficient trained First aiders, Fire wardens and Mental health first aiders.
• Act as the first point of contact for the team on IT matters, working closely with our third-party IT provider to resolve issues efficiently, and supporting the MD with the implementation of updates, audits and strategic initiatives.
• Maintain office systems including data management and general administrative processes - seeking to improve on and suggest new ways to support the business, using AI and other tools.
• Act as a first point of contact for internal and external stakeholders, filtering queries and managing requests, escalating anything urgent to MD/ELT.
• Assist MD in managing supplier and strategic partner relationships.
• Ensure the smooth coordination of office management including office opening schedules and ensuring the Artiq workspaces are supportive for the team and a great place to work, keeping office/workspace supplies topped up at all times.
• Filter all: staff queries; staff meeting requests; general information inquiries; phone calls and invitations by prioritising, redirecting or taking forward such contact as appropriate.
• Keep abreast of [e-mail] inbox, delegating and informing relevant teams where necessary.
• Continuously look for smarter, more efficient ways of working and implement improvements where possible.

People & Culture Support

• Support the P&C Consultant and managers/SMT/ELT with recruitment e.g. facilitating interviews; and onboarding and offboarding processes for new starters and leavers.

What we're looking for

Experience, skills and qualifications-essential

• Extensive PA or EA experience
• Proficient in Microsoft Office suite
• Dropbox file management
• IT support
• Office management

Experience, skills and qualifications-desirable

• Salesforce platform experience
• Knowledge of AI tools
• Health & safety

Duration of contract

6-9 months

Deadline

Sunday, October 25

Additional information

This role is offered on fixed-term contract basis for c.six months. This is a full-time role based in our London office.

Artiq is committed to equality of opportunity for all staff and encourages applications from individuals regardless of age, disability, sex, gender identity, sexual orientation, pregnancy and maternity, race, religion and belief.

Please note that due to the high volume of applications we receive, we are not able to get back to everyone. We will be in touch with you directly if you are successful in being selected for interview, or if we have additional questions.

Rest assured, all applications are carefully reviewed and we appreciate the time and effort you've invested in applying. Thank you for your understanding.