Executive Assistant

Victoria and Albert Museum; London; On-site; GBP 30,000 - 45,000; Full time

Job summary

Join the Victoria and Albert Museum as an Executive Assistant, where you'll support the Director of Audiences, Digital, and Experience. This varied role includes managing diaries, facilitating communication, and overseeing budgets, contributing to the museum's mission of engaging diverse audiences. Ideal candidates will possess strong organizational skills, effective communication abilities, and a passion for arts and culture. Enjoy 29 days of holiday, generous pension contributions, and numerous employee benefits.

Benefits

29 days holiday + public holidays

5.5% employee pension contribution

10% employer pension contribution

Life assurance scheme

Family-friendly policies

Free sanitary products

Free entrance to many major museums

Discounts at major retailers

Qualifications

• Experience in a similar EA role supporting senior staff.
• Skilled in managing busy diaries and communications.
• Strong organizational and administrative capabilities.

Responsibilities

• Manage and plan the Director's busy diary and travel arrangements.
• Act as the main contact for internal and external enquiries.
• Oversee budgets and ensure smooth office operations.

Skills

Communication

Organizational Skills

Administrative Skills

Research

Attention to Detail

Tools

Microsoft 365

Job description

In this exciting and varied EA role, you'll be supporting the Director of Audiences, Digital and Experience who leads our work in growing and diversifying the V&A’s audiences, onsite and online.

You'll be acting as the main point of contact for all internal and external enquiries to the division. Managing busy diaries and making travel arrangements. You will be overseeing budgets, communications in the form of newsletters and the smooth running of the office.

1. Manage and plan the busy diary of the Director of Audiences, Digital and Experience including making travel arrangements.

2. Act as the main point of contact for all internal and external enquiries to the division. Take action to filter, prioritise and respond to correspondence, including helping to manage the Director's emails.

3. Manage documents and data including meeting papers, reports, guest lists and departmental information hubs. Ensure data is up to date, consistent and accurate across a range of Microsoft systems.

4. Undertake research to support the Director by preparing briefing notes for interviews, stakeholder meetings and presentations.

5. Work independently and collaborate with colleagues across the division and wider museum to support key initiatives and create a positive, open and inclusive working environment.

6. Orchestrate department communications including newsletters, and showcases.

7. Assist the Director in coordinating external-facing projects and partnerships, including managing events and hosting visitors.

8. Schedule and undertake administration for meetings to support major strategic priorities, including preparing agendas and presentations, circulating papers, arranging meeting rooms, catering, and producing accurate minutes.

9. Ensure the smooth running of the office, including coordinating Estate requests, coordinating office moves, catering, maintaining office supplies and equipment, managing Technology requirements and acting as administrator for meeting rooms.

10. Oversee the division's central budget, including managing purchase orders, invoicing, liaising with vendors and processing expenses.

What we are looking for

• Experience working in a similar role, providing effective administrative or EA support to a senior member of staff.

• Excellent communication skills, with the ability to deal with a wide range of internal and external contacts of varying levels of seniority in a pleasant, professional and confidential manner.

• Exceptional administrative skills, including diary coordination, a high level of expertise using Microsoft 365 systems, minute-taking, research, reporting and file management.

• Ability to work calmly and flexibly under pressure, prioritising workload to produce high quality work to tight deadlines with excellent attention to detail.

• Strong organisational skills, including the ability to work on your own initiative and collaborate with others in a proactive, confident and understanding manner.

• Passionate about arts, culture and media, with a keen interest in engaging new audiences in the cultural space.

• Respects others’ expertise, time, perspectives and contribution.

• Takes responsibility for delivering on actions, achieving high standards and learning from mistakes. • Open to change, new ideas and suggestions; looks for opportunities for improvement and self-development.

• Shares our Values of Sustainability, Equity, Creativity, Collaboration & Generosity.

What we offer you:

• 29 days of holiday + public holidays each year

• 5.5% employee pension contribution, 10% employer pension contribution (post-probation) • Life assurance scheme (to value of 4 x annual salary)

• Family-friendly policies e.g. enhanced maternity + paid carers leave

• Free sanitary products for all employees across our sites

• Free entrance to many major museums and exhibitions

• Benefits platform offering discounts at major retailers

& many more

Full job description and list of benefits on our website

Applications close 30 June 25 @ 23:59