Executive Assistant

Prospectus; City Of London; On-site; GBP 33,000 - 36,000; Part time

Job summary

Prospectus is delighted to be supporting our client, a prestigious arts institute, in the search for a temporary Executive Assistant. The role is based in Central London and will focus on providing comprehensive support to the director, ensuring smooth day-to-day operations of the director's office.

Key duties include managing a confidential diary, arranging UK and international travel, preparing papers and briefings, coordinating meetings and events, processing expenses and invoices, supporting

Qualifications

• Recent, relevant experience in a similar EA/PA role within a charitable or not-for-profit organisation.
• Strong organisational skills with the ability to prioritise and meet deadlines.
• Excellent interpersonal and written/verbal communication and stakeholder relationship skills.
• Collaborative and proactive, able to work independently and in a team.

Responsibilities

• Manage a complex and confidential diary, coordinating meetings and priorities.
• Act as a first point of contact for internal and external enquiries.
• Prepare and coordinate meeting papers, briefings, presentations and correspondence.
• Arrange UK and international travel, including itineraries and documentation.
• Process expenses, invoices and budget-related administration.
• Organise and deliver meetings, events and stakeholder engagements.
• Support governance and senior leadership meetings, including minutes.
• Maintain accurate records, databases and contact management systems.
• Assist with recruitment, onboarding and other people-related administrative processes.
• Identify opportunities to improve administrative systems and processes.

Skills

Diary management

Communication

Stakeholder management

Event coordination

Travel planning

Budget administration

Job description

Location: Central London
Contract: Temporary, 3 months
Hours: Full-time, 35 hours per week
Pay: £18.44 per hour (+ £2.23 holiday pay) (circa £34,000 salaried equivalent)
Start Date: ASAP

Prospectus is delighted to be supporting our client, a prestigious arts institute, in the search for a temporary Executive Assistant.

The role will be focused on providing comprehensive support to the director, ensuring smooth day-to-day operations of the directors office, and creating an excellent opportunity for an experienced assistant to utilise and refine their skills within a prestigious cultural organisation.

Key Responsibilities:

• Manage a complex and confidential diary, coordinating meetings and priorities.
• Act as a first point of contact for internal and external enquiries.
• Prepare and coordinate meeting papers, briefings, presentations and correspondence.
• Arrange UK and international travel, including detailed itineraries and travel documentation.
• Process expenses, invoices and budget-related administration.
• Organise and deliver meetings, events and stakeholder engagements.
• Support governance and senior leadership meetings, including agenda preparation and minute taking.
• Maintain accurate records, databases and contact management systems.
• Assist with recruitment, onboarding and other people-related administrative processes.
• Identify opportunities to improve administrative systems and processes.

Key Requirements:

• Recent, relevant experience in a similar role within a charitiable or not-for-profit organisation, including the ability to provide high quality support to senior leadership.
• High level of organisation and attention to detail, with the ability to manage competing priorities and deadlines.
• Excellent interpersonal and communication skills, with the confidence to build strong stakeholder relationships.
• Collaborative and proactive approach, with the capability to work both independently and in a team.

At Prospectus, we believe recruitment should be human-led and we are committed to supporting you throughout your application journey. We welcome applicants from all backgrounds and do not discriminate based on age, gender, disability, race, religion, sexual orientation, marital status, or pregnancy/maternity. While AI may be used to support our administrative process, all applications are reviewed by people and all hiring decisions are made by experienced recruiters.