Executive Assistant

A pivotal role to pro-actively support the Executive Chairman in managing his time and communications at a senior level. You will constantly be one step ahead, forward thinking and must love being relied upon as a true right hand support to a charismatic, impressive high-profile individual. A high level of professional and personal confidentiality and discretion will be essential and a degree of flexibility to work outside usual office hours will be required.

Jasper Parrott’s role as Executive Chairman embraces the following: •

• Chairing and leading the Board including Non-Executives.
• Active in initiating and developing some touring projects in collaboration with the Head of Tours.
• New business acquisition and creation of business concepts (principally projects, consultancies, and some talent-scouting for artists) and exploring business expansion.
• Directly managing specific projects (in a “main mentor/visionary” role) – but this need not be for all new business ideas Jasper brings into the company.
• Developing new strategic business relationships and collaborations; particularly in new markets, other arts productions.
• Directly managing a limited number of artists and acting as supervising manager for artists.
• Main lobbyist for the Company, spokesperson in a national and international arena, and formulator of Company policy.

This role will also pro-actively provide EA support to Moema Parrott (President, Polyarts and France), along with assisting the team of Associate Directors on general administration matters reporting through Katie Cardell-Oliver, Associate Director and Ed Milner, Associate Director.

Key accountabilities

• 1:1 Executive assistant support to Jasper Parrott, Moema Parrott and Associate Directors
• Acting as a strong, confident gatekeeper to limit distraction on matters on which other Directors and Associate Directors can take the lead, and plan ahead.
• Ensuring that Jasper follows up on key action points in a timely efficient manner.

Executive Chairman - Communications, contacts and research

• Manage effective communications on behalf of Jasper and act as a persuasive and loyal ambassador both internally and externally.
• Oversee effective diary management for Jasper, managing invitations and planning for upcoming key dates (incl. performances, significant events).
• Extensive, proactive and forward-planning of Jasper’s meeting papers, reports and note taking.
• Extensive and full inbox management – responding to internal and external emails on Jasper’s behalf. 
• Liaise with board members – building excellent relationships with other internal and external global collaborators, clients and artists.
• Maintain key external contact records, actively ensuring Jasper’s time is prioritised effectively across the year.
• Coordinate and compile briefings for meetings on business trips.
• Maintain and develop personal Twitter activity, drafting regular blog articles.
• Develop and nurture deep knowledge and connections with major movers and trends in the wider arts world.
• Pro-actively research and provide briefings or presentations on topics of interest to Jasper.
• Drafting correspondence, papers (including in additional languages).
• Occasional travel, as appropriate, may be required for the role.

Board secretariat

• In collaboration with the CFO, coordinate quarterly Board and Executive meeting agendas, paper circulation and minute taking.
• In collaboration with the COO, follow through from meetings to ensure all necessary internal communication and briefing, and delegated responsibilities understood.

Travel arrangements

• Research and book complicated, ever-changing international travel arrangements across multiple time zones and at the last minute in an efficient and cost-effective way.
• Book all accommodation, local transfers, concert and event tickets as required.
• Prepare detailed travel itineraries and meeting schedules.
• Coordinating and compiling briefings for meetings on trips.
• Maintain key external contact records, actively ensuring travel/contact time is prioritised effectively across the year.
• Ensure the travel log is maintained accurately and identify efficiencies where possible.
• Prepare expense claims and analyses and reconcile with credit card statements on a timely basis
• Any additional duties required, relevant to the position and as the role develops.
• Maintaining key contact records.