Job Overview
Salary: £16,200 (£27,000 FTE).
Contract: One-year fixed term, with possibility for extension. 3-month probationary period.
Start date: As soon as possible.
Hours of Employment: 21 hours per week (0.6 FTE) mainly during standard office hours. Working patterns to be discussed at interview and determined to suit both candidate and business requirements. Some hybrid working will be possible, but regular on-site working at our offices in south Edinburgh will be required, especially at the start of the contract.
The Executive Assistant will play a key role in supporting the Chief Executive and senior management team with their busy workload. We need an organisational lynchpin to help us keep on doing what we do best – providing a space where audiences and artists meet to share exceptional sound up close.
We are welcoming, friendly and supportive and value teamwork, communication and collaboration. We work hard, but we also try to have fun and have the regular privilege of feeling the joy only live music can bring.
It is an exciting time to join us, as we write the next chapter of our Artistic Strategy and plan for the venue’s 50th anniversary in 2029. Your role will be central to keeping everything ticking. If you like to shape and organise systems, take pride in getting details right and are a friendly team player who thrives on staying on top of a flexible and varied workload, we would love to hear from you.
Key responsibilities
This list is not exhaustive, nor is it expected that all tasks would be continual or concurrent. It is designed to give a broad overview of the areas of support required.
Executive and Board support
* General administrative support for the Chief Executive e.g. diary management, meeting scheduling, correspondence, travel arrangements, event and artist administration.
* Scheduling, organising and preparing for quarterly Board meetings, sub-committees and working groups.
* Attendance at meetings, minute taking and follow up with those responsible for resultant actions.
* Creating a secure, accessible and logical online file management system.
* Providing a link between the executive team and Trustees when necessary.
Operational and HR support
* Working with the Operations Manager to update a live maintenance plan; diarising and sending reminders to ensure tasks are carried out in a timely manner.
* Liaising with suppliers to schedule activity, establish quotes and manage invoices.
* Ensuring all policies are kept in line with current legislation.
* Assisting on recruitment and onboarding.
* Maintaining accurate records which comply with all relevant data regulations.
* Assisting with internal comms, action plans and meetings.
* Supporting with IT set up and raising issues with external providers.
Finance support
* Assisting the Finance and Commercial Manager to track and co-ordinate financial information when required.
* Precise data input using Excel.
Other
* Assisting with research towards company goals e.g. strategic, operational, marketing and fundraising.
* Gaining an understanding of the ticketing system (Spektrix) and event management system (Artifax) to provide extra support if and when needed.
* Organising team social events.
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