Executive Assistant to the Director

The Wallace Collection; City of Westminster; On-site; GBP 33,000 - 36,000; Full time

Job summary

The Wallace Collection in London is seeking an Executive Assistant to the Director to manage a demanding diary, prioritise requests, and ensure thorough preparation for meetings.

You will brief the Director with papers, coordinate travel, handle correspondence, and act as a key point of contact with Trustees, funders and external bodies.

The role includes governance support for the Senior Management Team, preparation of board papers, minutes and maintaining confidential records.

Qualifications

• Proven experience managing executive diaries and complex calendars.
• Experience coordinating governance meetings and board papers.
• Ability to brief the Director with background information and travel arrangements.
• Excellent liaison with Trustees, government bodies, funders and external contacts.

Responsibilities

• Proactively manage the Director's diary and schedule.
• Brief the Director for meetings with papers and travel plans.
• Manage correspondence for the Director and follow up.
• Serve as key contact for Director with external contacts.
• Maintain CRM records of Director's contacts and meetings.
• Handle confidential information and expenses.
• Provide admin support to SMT and organise meetings.
• Support Board meetings preparations and minutes.

Skills

Diary management

Meetings coordination

Governance support

Stakeholder liaison

CRM management

Tools

Microsoft Dynamics

Job description

Details:

Location: W1U 3BN

Category:

• Administration
• Fundraising / development
• Other
• Senior management

Salary: The salary for this role is between £33,000 and £36,000 per annum dependent on skills and experience.

Contract type: Contract Permanent

Hours: Full time

Telephone: [phone]

Executive Assistant to the Director

Executive Support to the Director

• Proactively manage the Director's complex and evolving diary, exercising judgement in prioritising requests, resolving scheduling conflicts and ensuring appropriate preparation for meetings and appointments.
• Ensure the Director is fully briefed for meetings, providing relevant papers, background information, contact details and travel arrangements as required.
• Manage correspondence for the Director, including reviewing and prioritising incoming post and email, drafting responses and ensuring appropriate follow-up.
• Serve as a key point of contact for the Director, dealing professionally and sensitively with enquiries from colleagues, Trustees, government and public bodies, funders, donors and other external contacts.
• Maintain accurate records of the Director's contacts, meetings and key stakeholder relationships within the Collection's CRM (Microsoft Dynamics).
• Maintain appropriate systems for filing and managing confidential information and documentation.
• Manage the Director's expenses and other administrative requirements.

Coordination & Support for Senior Management

• Provide administrative and coordination support to the Senior Management Team, including diary support and the organisation of meetings as required.
• Coordinate the Collection's programme of regular institutional meetings, including all-staff, Heads of Department meetings and ad-hoc project steering groups, ensuring agendas, papers and follow-up actions are prepared and circulated appropriately.
• Ensure members of the SMT are appropriately briefed and have the information and documentation required for meetings.
• Act as a key point of contact between the Director's Office and departments across the Collection, ensuring information and requests are communicated effectively and followed up where necessary.

Board and Governance

• Coordinate the preparation and administration of quarterly meetings of the Board of Trustees, including scheduling, agendas, papers, meeting rooms, refreshments and follow-up actions.
• Act as a key point of contact between the Chair, Trustees, the Director, SMT and colleagues across the Collection.
• Coordinate the collation, editing and production of quarterly reports and papers for the Board, working with departments across the Collection and the Director's Office to ensure materials are accurate, complete and delivered to agreed deadlines. Coordinate and support meetings of Board committees including the Audit & Risk Assurance Committee, Investment Committee and Building Committee.
• Provide administrative and coordination support to the Wallace Development Committee and other external advisory or fundraising groups as required.
• Attend relevant governance meetings and take accurate minutes, including meetings of the Board of Trustees and the Audit & Risk Assurance Committee.
• Circulate minutes for review and approval, maintain records of agreed actions and monitor follow-up as required.
• Maintain accurate records relating to the Board and its committees and ensure relevant governance information on the Collection's website is kept up to date.
• Support the induction of new Trustees by preparing relevant materials and coordinating induction meetings and briefings.

Development Events

• Provide practical and administrative support to the Development Office for selected donor, supporter and stakeholder events, including early morning previews, private visits, daytime tours and evening events.
• Coordinate and maintain the Director's contact and guest lists, working with the Development Office and other colleagues as appropriate for invitations and managing RSVPs.
• Support the preparation of guest information and other materials for events involving the Director and senior colleagues.

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