Executive Assistant to the Finance Director

Back to Jobs

Job Ref.: 
OVEA2018
Sector: 
Admin and Secretarial
Job Location: 
Waterloo
Recruiting For: 
a full time job position
Exact Salary: 
£26,000 per annum
Number of vacancies: 
1
Job starts now: 
Yes
I would like to receive applications from: 
Lambeth and Southwark
Job Description: 

The Team

The Finance Director is responsible for the overall financial strategy, health and management of The Theatre group of companies, reporting to the Executive Director. The Executive Assistant plays a pivotal role in enabling the FD to use their time as efficiently and effectively as possible.

Purpose of job

  • To support the Finance Director on a broad range of projects, both operational and strategic.
  • To carry out efficient diary management for the Finance Director.

By the nature of the post, the post holder will work with all departments at The Theatre as required, as well as with various external suppliers and stakeholders.

 

Areas of responsibility:
 

Business Operations and Strategy

  • Assisting the Finance Director with the financial section of the theatre Group business plans and policies, procedures and strategies, providing updates on legal guidelines and requirements and research/benchmarking notes on industry best practice in relation to finance.
  • Producing first drafts of business policies, memos and any other documents as requested.

Boards and Committees

  • Assisting the Executive Assistant to the Executive Director where needed in arranging quarterly Board and Committee meetings and any other ad hoc meetings as required.
  • Producing first drafts of meeting documentation/papers as required.
  • As required, collating agenda and papers, circulating electronically and preparing hard copies for meetings.
  • As required, ensuring space for meetings is booked well in advanced and that the space is set up appropriately with ICT requirements and refreshments before meetings begin.
  • Taking minutes at Board meetings as required.

Administration

  • Managing the Finance Director’s diary and running his schedule smoothly.
  • Arranging appointments and meetings internally and externally.
  • Briefing the Finance Director regularly on all appointments, events, diary requests and invitations received, and making strategic links between meetings and pre-advising on connections to be made.
  • Attending meetings as requested by the Finance Director, keeping a record of actions arising and providing pro-active support in addressing those actions.
  • Typing any letters, reports, notes and memoranda from dictation and written drafts.
  • Assisting in and/or creating correspondence in all forms; audio/copy typing of agendas, minutes, reports, meeting schedules, ensuring that these are prepared in a timely and professional manner.
  • Producing quality documents, including PowerPoint presentations and plans of work as needed.
  • Replying to invitations on behalf of the Finance Director and making associated arrangements including travel and preparation time.
  • Briefing the Finance Director on upcoming appointments and preparing any relevant materials in advance.
  • Collating and binding documents as required.
  • Demonstrating proficient use of ICT systems and other applications as required.
  • Establishing, organising and maintaining the accurate and orderly upkeep of filing systems and archiving.

Finance Team duties

  • Performing all company secretarial duties across The Theatre Group and keeping all relevant stakeholders informed of their responsibilities regarding this at all times.
  • Administering access to the bank accounts
  • Assisting the Management Accountants with supporting documents for audit preparation
  • Drafting the annual Trustees’ report for inclusion in the yearend accounts
  • Ensure the schedule of company details is kept up to date, including online logins, VAT info, Trustee profiles etc.

Projects

  • Researching and drafting documents in support of key projects under the Finance Director’s leadership.
  • Developing a broad understanding of each project, its objectives, timescales and restraints.
  • Participating in communications with everyone within The Theatre, attending and contributing to: internal meetings, events and workshops; and other related corporate activities as may be mutually agreed from time to time.
  • Acting as the Finance Director’s “gatekeeper” on all matters related to projects, in order that external enquiries are dealt with efficiently.

General

  • Addressing issues as they arise in the Finance Director’s absence.
  • Representing The Theatre Trust at events when required.
  • Contributing proactively to activities that the Finance, Marketing and Sales teams may engage in.
  • Carrying out any other duties as reasonably requested by the Directors.
  • Maintaining a supportive team player approach at all times and being aware of changing priorities.
  • Maintaining a presentable, professional image at all times.
  • Complying with The Theatre’s Equal Opportunities, Sustainability, Diversity, Health & Safety and all Staff Handbook policies at all times.

This is not an exhaustive list of duties and the Theatre's management may, at any time, allocate other tasks which are of a similar nature or level.

Person specification and Experience required: 

Person Specification:

Our working culture at The Theatre is open, informal, proactive and agile. As an organisation we prize creativity and the bravery to be led by that and we all bring passion and an entrepreneurial spirit to our roles. We work hard and take a can-do approach, whilst having as much fun as we possibly can in the process.

For this role, we are looking for a like-minded team player who is genuinely passionate about pursuing a career as an Executive Assistant within theatre in particular, which offers a completely unique and rewarding experience for an emerging EA professional. This role will provide an excellent opportunity to work with staff across all departments and to gain an understanding of how a Finance Executive works alongside each team to help them meet their objectives.

Ideally coming from a previous PA or EA role, preferably within the arts or charity sector and a good understanding of the objectives of a Theatre.

The Executive Assistant will be an exceptional communicator, extremely well-organised, smart and resilient, calm under pressure, enjoy being busy, be comfortable working in a non-conventional yet exciting environment and have a good sense of humour.  They will have excellent attention to detail and strong time management skills, be numerate and confident with all Microsoft packages, be able to deal with sensitive issues and confidential information with tact and diplomacy and be comfortable adapting to changing priorities.

The Theatre is a truly inspiring place to work. This is a fantastic opportunity for the right person to join a landmark institution at an exciting time in its history and be part of its future.

 

The Theatre welcomes applicants from diverse backgrounds to apply.

 

To Apply:

Please forward your CV to info@employ-se1.co.uk in the first instance and request an Application and Equal Opportunities Survey Form

The closing date for completed application forms for this position will be 5pm on Friday 2nd February 2018.

To apply for this job please email us a cover letter and your most up-to-date CV.

Side 4

Registrations are now open

Latest Jobs

Commis Chef 18/01/2018 Waterloo
Finance Apprentice 18/01/2018 Bankside
On Board - Customer Service Train Guards 17/01/2018 Waterloo
3 month paid PR Internship 17/01/2018 Bankside
Refrigeration Engineer 16/01/2018 Bankside
Communications and Membership Manager 16/01/2018 Bankside
Mobile Mechanical Combustion Engineer 15/01/2018
HVAC Engineer 15/01/2018
Event Manager 08/01/2018 London Bridge
Cleaning Operatives 04/01/2018