Office Administrator and PA to Founding Director

Institute for Arts Therapy & Education; London; Hybrid; GBP 25,000 - 30,000; Part time

Job summary

A leading arts educational institute in London seeks a part-time Office Administrator to handle inquiries, support the Founding Director, and maintain office operations. The ideal candidate will excel in multitasking, possess strong interpersonal skills, and be proficient in Microsoft Office 365. This role is pivotal for ensuring the smooth running of administrative functions across the team, with four days office-based and one day remote.

Qualifications

• Experience multitasking in an office environment is essential.
• Strong interpersonal skills with excellent English proficiency required.
• Ability to use databases and Microsoft Office 365 is a must.

Responsibilities

• Serve as the first point of contact for inquiries via phone/email.
• Provide administrative support to the Founding Director.
• Manage the office environment and supplies effectively.

Skills

Multitasking

Interpersonal skills

Written and spoken English

Database proficiency

Microsoft Office 365

Education

Degree (preferable but not essential)

Job description

DUTIES AND RESPONSIBILITIES

• The Office Administrator is the first point of contact for all initial enquiries, whether by phone or email, and will triage these enquiries to other staff members as appropriate. A thorough understanding of IATE's training offer will be required.
• Provide administrative and academic support to the Founding Director, including preparing lecture notes and designing PowerPoint slides. Administrative duties include facilitating travel arrangements, conducting academic research, and ensuring all paper-based materials are prepared for designated lecture dates. Minute taking for senior level management and Board meetings is also required. The ability to prioritise varying work demands is important.
• Have access to IATE's website and be able to make minor adjustments to content and text, as instructed by management.
• Ensure maintenance and upkeep of the office environment, including ordering supplies and responding quickly to urgent office requirements such as fixing equipment (e.g., printers). The Office Administrator will need to ensure the office is well-stocked at all times.

PERSON SPECIFICATION

The candidate will need experience of multitasking in an office-based environment, and have excellent interpersonal skills with strong written and spoken English. Proficiency in using databases and Microsoft Office 365 is required, with the ability to understand the various complexities of the different courses that IATE offers. It is also recommended that the person in role uses AI appropriately to optimise efficiency.

QUALIFICATIONS/AFFILIATED REGISTRATIONS

A degree is preferable but not essential. What is most important is a willingness to work as a team player and an ability to prioritise workload efficiently.

HOW TO APPLY

Please send your CV and cover letter by email via the button below, stating how you are qualified and experienced to do this role.

This is a part-time role, five mornings a week, office based for four days in Stratford with Wednesdays working remotely. The role is pivotal within the administrative team, with responsibility for office oversight, administrative duties to the Founding Director and COO, and ad hoc support to academic colleagues.