Title: Interim EA to Managing Director, 3 days per week - 6-month FTC
Reports to: Managing Director
Salary: £24,000 per annum
Role Summary
To provide an efficient and responsive administrative, organisational, and business support to the Managing Director, helping her to manage and prioritise her time whilst maximising efficiency.
Purpose of the Role
* Act as a key point of contact for all internal contacts.
* Ensure that the Managing Director is well prepared for all internal and external meetings and events including documentation, briefing and any additional information required.
* Understand the project lifecycle and support with booking cross-departmental project debriefs where relevant.
* To provide new supplier support including research into productivity, return of investment and overall best practice option for the company’s needs.
* Support on recruitment and onboarding activities, including ordering of IT equipment for new and existing staff members.
Specific Responsibilities
* Manage and carry out key administrative tasks supporting multiple internal projects at any one time including but not limited to; IT equipment management, liaising with existing suppliers where necessary, supporting Office Manager with internal day-to-day actions.
* Act as a key point of contact for internal and external stakeholders including, but not limited to; suppliers, line reports and management team and other external partners.
* Assist with diary management and travel arrangements, and support EA to CEO with management team meeting bookings.
* Expertly manage and seamlessly coordinate supplier relationships including and related to any given and specific projects.
* Booking, managing and attending both external (supplier and partners) and internal meetings.
* Ensure the Managing Director is well prepared for client meetings and attend where necessary, taking notes and following up correspondence.
* Be aware of Sales and current client projects, particularly those with unusual scopes e.g. installing sculptures at height, to ensure we are aware of all possible needs - Prepare Managing Director for all internal and external meetings including but not limited to building presentations, company, and other research.
* Support on recruitment and onboarding activities including but not limited to; assisting with shortlisting/longlisting, facilitating interviews, assisting in preparation for new starters.
* Provide ad-hoc support to the wider team and Office Manager.
* Analyse, annotate and submit the Managing Director’s expenses on a monthly basis where necessary.
* Display a competent understanding in handling confidential data relating to the company, clients and the management team.
* Constantly innovate and bring new ideas to the table to improve team processes and systems, including data management, filing, review of software costs.
* Promote and be an ambassador for the Company at all times.
Experience and qualifications.
* PA or EA experience
* Proficient in Microsoft office suite
* Dropbox file management
* IT support
Desirable skills
- Salesforce platform experience
How to apply:
Please send your CV and a short cover letter by applying below now. Please let us know in your application if you are part of Artiq’s artist roster.
Additional Information:
* This is a London office-based role and requires someone who is available immediately.
* From September, the responsibilities above will be balanced 50/50 between the Managing Director and Commercial Director, and you will support both equally where necessary.
Interviewing dates:
* First stage interviews will take place between 2nd & 4th April 2025
* Second stage interviews will take place week commencing 7th April 2025
Artiq is committed to promoting equality of opportunity for all staff. We encourage applications from individuals regardless of age, disability, sex, gender identity, sexual orientation, pregnancy and maternity, race, religion or belief, and marriage and civil partnerships.
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