TRAVELLING EXECUTIVE ASSISTANT TO CHAIRWOMAN IN THE ARTS
- Recruiter
- SORTED Personal Management
- Location
- Primarily based out of Madrid, plus frequent travel between London, Austria, Italy and Croatia
- Salary
- Circa £60k dependent upon experience
- Posted
- 29 Oct 2020
- Closes
- 16 Nov 2020
- Ref
- BA1109
- Job Title
- PA
- Industry Sector
- Creative, Luxury, Private Individual / Family
- Contract Type
- Permanent
- Hours
- Full Time
The EA will be the primary point of contact between the Principal and the rest of the organization, ensuring they all share the same level of information and alignment. The EA will act as a key support to the Principal, coordinating and supporting her in day to day operations including travel and running of her diary. The EA will also act as a key funnel of information between the rest of the organization, management and the Principal, e.g. attending weekly curatorial calls, other ‘jours fixes’ etc and relaying information. The EA will prepare and monitor all key decisions that need to be taken with the management board, discuss these on a regular basis with management and then getting decisions from the Principal where applicable. The EA will also act as a support to management in preparing annual strategic aims, management and board meetings. In all representative and executive capacities, as well as with regards to general communication with the rest of the organization, the EA will coordinate closely with management.
Hours: Full-time, plus available beyond standard office hours
Location: Madrid is the main base (at least 1 week per month) plus a few days per month in London and potentially a week between Austria / Italy / Croatia. Working from the Principal’s residences, museum, gallery as well as hotels (not office environments)
Salary: Circa £60k
Start Date: Before Jan 2021
Interviewing: ASAP
Languages: Ideally English and Spanish, with French and/or German but not essential
Responsibilities include, but not limited to:
- Facilitate clear communication between the chairwoman, management and the rest of the organization. The EA will ensure that the chairwoman and management share the same level of information and are fully aligned on all strategic aims, priorities and key deliverables as well as processes across the organization.
- Brief the Principal on key issues and collect relevant information across the organization.
- Prepare actions for the Principal that are both detailed and relevant for consistency and flow of information back to the organisation.
- Act as a formal gatekeeper and manage communication (correspondence and internal communication) – this will include managing the office diary and making sure it is accurate and up to date as well as the Principal’s 2 email accounts
- Oversee the preparation of Quarterly meetings in order to facilitate the decision-making process and assure that strategic aims are on track and schedule
- Check budgets and timelines in the preparation of these Quarterly meetings
- Trouble shoot issues with key members of the staff in order to unblock and reveal possible problems and resistances before they become an issue
- Prepare agendas and help in the preparation of materials for internal management meetings, board meetings etc.
- Assist the Principal and management in monitoring the execution of key processes and initiatives
- Coordinate all travel and liaise with private household staff or hotels to plan for the arrivals / departures
- Assist with lead generation for fundraising opportunities, assist with preparing development literature and contracts, assist in arranging events as needed, to help secure alternative funding and budget relieving opportunities
- Overseeing the Madrid apartment running and liaising with the (English speaking) housekeeper ahead of the Principal’s visits
- Organising all appointments and meetings, skype and video calls whilst coordinating diaries with external parties and their schedules
- Assisting with work events (London, Madrid, Venice, Croatia, Jamaica)
- Liaising with Artists re installations, dates, timings
- Working with the gallery for openings, convenings, residencies, assisting the Principal where needed during the events
Candidates must be / have:
- Experience in a similar travelling role and be free to commit to a varying schedule
- Able to work laterally across the pillars of the organization offering project and communication support as required
- Speak at least 2 of the following languages, in order of preference; English, Spanish, German, French
- Experience supporting an UHNW family in a private capacity
- Experience of the Art world would be greatly advantageous
- Comfortable working in a 24/7 capacity – this is not literal but there will be the requirement to be responsive in the evening and occasional weekends and travel / events may fall over the weekend
- Ability to multi-task and work quickly and efficiently
- Excellent organisation and communication skills
- Faultless attention to detail
- A ‘can-do’ attitude, excellent problem-solving, negotiation and creative skills
- Confidential and discreet
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IMPORTANT
We receive a considerable amount of applications for every position and there is tough competition in the employment market. In order to process your application as efficiently as possible, please note the following instructions when responding:
- Detail your relevant experience in a cover letter and include this on an up to date CV
- Quote your required salary
- Let us know your availability for interview and when you could start
- If you can forward references to us, these can only strengthen your application
The more information you can give us, the more we can demonstrate to the client that you are exactly what they are looking for and send your CV on quickly.
Please note that these instructions apply to ALL candidates and applications that do not meet these criteria may not be considered.
It is SORTED’s policy, as a matter of courtesy, to respond to all applications within five working days. However, because of the volume of applications, we are sometimes unable to respond to individual candidates. If we have not contacted you within five working days your application has been unsuccessful and your details have not been retained. Please apply for any other position that you may see in the future.
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