PA to the Director of Collection Care

Posted 9 April by Adecco UK Limited Easy Apply
Job Title: PA to the Director of Collection Care
Salary: £25,296 per annum
Permanent
Full Time: 36 hours per week

We are currently recruiting for an experienced Personal Assistant within the Collection Care Department of one of the most recognised leading Art organisations in the world.

Purpose of the Job
To provide proactive and efficient support to the Director of Collection Care. To work under the direction of the Director of Collection Care and Planning and Development Manager to support the work of the Collection Care Leadership and Management teams.

Main Activities/Responsibilities
 Manage the diary of the Director of Collection Care; arrange all regular and ad hoc meetings, accept and decline invitations, field telephone and email meeting requests.
 Work closely with the Director of Collection Care and Planning and Development Manager to prepare and arrange both internal and external meetings, ensuring agendas and papers are collated in advance and taking minutes of meetings as required.
 To act as the front face of the Director's Office; presenting a professional image at all times, and preparing all necessary arrangements for meetings.
 Be responsible for developing written communications on behalf of the Director of Collection Care; drafting divisional briefings, preparing presentations and arranging briefing notes in advance of meetings.
 Undertake all aspects of administration to support the Collection Care Leadership team meetings and taking forward actions as delegated by the Director of Collection Care.
 Undertake all aspects of administration to support the Collection Care Management team meetings and taking forward actions as delegated by the Planning and Development Manager.
 Undertake general administration and record keeping on behalf of the Director of Collection Care including managing memberships and subscriptions; fielding internal and external enquiries and maintaining paper and electronic filing systems.
 Build relationships with Collection Care staff, facilitating effective communication between the administration team and the division.
 Liaise with external contacts and visitors on behalf of the Director of Collection Care; arranging complimentary catalogues and exhibition tickets where appropriate.
 Research and book all travel, hotels, taxis, deal with conference registrations for Director of Collection Care and provide full itineraries.
 Make purchases, reconcile monthly credit card statements, compile and process expenses claims on behalf of the Director of Collection Care.
 Act as a point of contact in the Director of Collection Care's absence, draft and format all correspondence, ensure that internal Tate paperwork is completed where appropriate, email management, filing.
Essential
 Proven experience of working in a senior level executive support/PA role in a busy office environment.
 Experience of enabling executive level staff by working in partnership with them to organise priorities and develop systems on their behalf.
 Excellent administrative skills with demonstrable experience of organising meetings and managing diaries, taking minutes, filtering and providing information and setting up, managing and maintaining filing systems.
 Strong organisational skills with proven ability to plan and prioritise a varied workload and work positively under pressure to meet deadlines.
 Excellent written communication skills and the ability to tailor engaging and informative communications that meet the needs of different audiences.
 Effective interpersonal skills with the ability to communicate effectively and diplomatically with a wide range of people at all levels.
 Demonstrates discretion and professional judgement while handling confidential and sensitive information.
 Ability to thrive in a fast paced, dynamic and complex multi-site organisation.
 Good team-working skills with the ability to establish effective working relationships inside and outside Tate.
 Accuracy and attention to detail.
 Proficient in a broad range of IT applications including: Word, Excel, Outlook, PowerPoint, databases and internet applications.
 A flexible and proactive approach to work.
 Ability to work collaboratively with a d

Adecco is acting as an Employment Agency in relation to this vacancy. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

Reference: 34862607

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