Executive Assistant to the Deputy Director, Tate & Director of Tate Modern

National Museums; Greater London; Hybrid; GBP 48,000 - 62,000; Full time

Job summary

Tate is seeking an Executive Assistant to the Deputy Director, Tate & Director of Tate Modern. The role involves complex diary management, handling contacts, travel logistics, and maintaining confidential communications across internal and external stakeholders.

You will prepare briefing papers, support project work, and coordinate with related offices to ensure cohesive support. Occasional evenings and weekends may be required.

Qualifications

• Extensive experience managing the diary, correspondence and travel of a senior leader.
• Experience supporting a senior leader in delivering complex multifaceted projects.
• Outstanding organisation and administration skills with meticulous attention to detail.
• Excellent communication skills, with internal/external stakeholders from diverse backgrounds.

Responsibilities

• Manage the Deputy Director's diary and schedule internal/external meetings with multi-stakeholders.
• Handle calls, emails and invites; prioritise and respond with daily updates.
• Provide a confidential, informed first point of contact for internal/external stakeholders.
• Maintain electronic filing and reporting to support the Deputy Director.
• Organise international and national travel, book transport and accommodation; arrange visas.
• Prepare briefing information and ensure meetings have clear objectives and attendees.
• Prepare agendas, take minutes, maintain action trackers and follow up.
• Support research, writing copies and drafting presentations for projects.
• Develop relationships with external contacts including government representatives and Trustees.
• Foster a collaborative network across Tate and provide cover for EA to the Director when needed.
• Coordinate with related roles to ensure cohesive support and maintain confidentiality.
• Occasional evening and weekend work as required.

Skills

Diary management

Travel coordination

Communication skills

Speech writing

Project coordination

Budget & expenses

Job description

Executive Assistant to the Deputy Director, Tate & Director of Tate Modern

About your team The Directors Office is a close-knit team comprising the Director, Tate and the Deputy Director, Tate & Director of Tate Modern and their executive assistants, along with the Head of Governance & Strategy and the Chief of Staff and their supporting colleagues. Together they ensure the smooth running of Tate’s corporate planning and processes.

In this team you will be encouraged to enjoy the experience of working at Tate, contribute your ideas and realise your potential. We actively encourage applications from underrepresented groups to apply, in particular those from ethnic minorities and disabled candidates.

What you will do (Main Duties and Responsibilities)

• Complex diary management, including coordinating internal and external multistakeholder meetings, scheduling calls, logistics planning for group meetings, workshops and gatherings, and preparing relevant briefing papers.
• Manage incoming calls, emails, and invitations. Pass on, prioritise and respond to incoming communication to the Deputy Director, Tate & Director of Tate Modern, giving daily updates on what needs to be answered, scheduled or noted.
• Offer a well-informed first point of contact for the Deputy Director, Tate & Director of Tate Modern, providing information and advice to both internal and external stakeholders ensuring matters are handled confidentially, sensitively and in a timely manner and cascading information to team members as necessary.
• Maintain a suitable electronic filing system and ensure the right level of monitoring and reporting is in place to support the Deputy Director, Tate & Director of Tate Modern.
• Organise international and national travel, including booking transport and accommodation, coordinating and maximising travel itineraries and securing visas.
• Proactive preparatory work for meetings, ensuring the necessary briefing information and detail is sourced in a timely manner from colleagues and other sources. In doing so, ensuring clarity on objectives, and that meetings are attended by appropriate colleagues.
• Prepare agendas and attend meetings to take minutes as required, maintain an action tracker, and ensure prompt follow up.
• Assist with administrative tasks related to projects, including conducting research and compiling information as required, writing copy, and drafting presentations.
• Work closely with the Deputy Director, Tate & Director of Tate Modern to develop relationships with external contacts, including Government representatives and Trustees.
• Build a strong collegiate network across Tate, facilitating collaborative working across Tate overall.
• Work closely with, and provide support and cover for, the EA to the Director, Tate when needed.
• Collaborate and coordinate with the EA to the Director of Curatorial & Chief Curator, Tate Modern to ensure smooth and cohesive support to the Deputy Director, Tate & Director of Tate Modern.
• Maintain professionalism and strict confidentiality with all materials and information.
• Occasional evening and weekend work.

What you will bring to the team

• Extensive experience of managing the diary, correspondence and travel of a senior leader
• Experience of supporting a senior leader in the delivery of complex, multifaceted projects.
• Outstanding organisation and administration skills with meticulous attention to detail
• Excellent communication skills, both oral and written with an ability to work constructively with both internal and external stakeholders from different backgrounds and specialisms.
• Experience of speech writing, copyediting and writing formal correspondence.
• Experience of developing and administering a wide range of processes and systems including financial processes, complex diaries, databases and project timelines.
• Experience in managing and maintaining budgets and reconciling expenses.
• Ability to motivate and negotiate, and to proactively identify and deal with potential problems before they materialise.
• Ability to work autonomously, self-manage and take responsibility for getting things done. Flexibility and the ability to respond to changing priorities.
• An exceptional team player with the ability to both establish good working relationships and to support and cooperate.
• A positive, flexible, and pro-active approach to work, with the ability to work effectively under pressure.

National Museum Directors' Council, National Museums Liverpool, World Museum, WilliamBrown Street, Liverpool, L3 8EN