Job Summary
We are looking to recruit an Executive Assistant who will perform a pivotal role in delivering professional administrative support of the Director and the Trust Board.
Job Description
The postholder will be required to provide highly efficient and accurate information and advice, manage complex diaries, assist with events, and nurture important external relationships. The post will work across the ongoing delivery of 'Project Tullie' and with the general strategic and day-to-day running of the museum.
We are looking for an outstanding communicator with excellent written skills who is conscientious and possesses great attention to detail. You will be a proactive with a strong belief in your ability to make a positive impact, and a firm commitment to team working. If you respond well to challenges, like variety, can you work under pressure at a fast pace, we would love to hear from you.
Please see job description and person specification for more details.
Job Requirements
OVERALL PURPOSE
* To provide a high-level, efficient, and responsive administrative and organisational service to the Director and, when appropriate, to the Trust Board.
* To manage the Director's diary; plan and coordinate a wide range of meetings including, but not limited to, the Board of Trustees, the Trust's Senior Leadership Team, staff, funders, and a range of external stakeholders. Support time management by, for example, blocking out time and building in preparation and travel time.
* Support with medium- and long-term horizon scanning to avoid clashes and to build in sufficient preparation time for key appointments and events.
* Support the preparation of meetings by drafting and planning agendas. Ensure that all information required for meetings and appointments are provided in advance.
* Liaise with and occasionally meet important clients including fund managers, high net worth individuals and VIPs.
* Support the Director with PDR and 121 preparation and follow up.
Job Responsibilities
Key Areas of Responsibility
* To help the Director with time management so that less time is spent on managing the diary and preparing for meetings and more time can be allocated to developing and writing funding applications and developing business relationships.
* To proactively manage the Director's diary, efficiently scheduling time. Coordinate meetings (both in-person and online with both internal and external stakeholders), ensuring all papers are available, rooms booked, appropriate IT resources are set up and tested and fit for purpose, catering requirements are fulfilled and ensure any requests from other attendees are met.
* To constantly update the Director's diary ensuring all appointments and commitments are as 'live' as possible.
* To plan the Director's travel and external meeting arrangements ensuring sufficient preparation, planning and travel have been factored in.
* Work with the Development Coordinator to support with the drafting of fundraising applications.
How to Apply
If you are inspired by the role and would like to apply, please send your CV and a covering statement (of no more than 1,000 words), detailing your relevant experience and knowledge, and what interests you about this role to [email protected] by 10am on Monday 6th October 2025. You will be notified by email on Tuesday 7th October if you have been selected for interview.
Interviews will take place online or in person on Monday 13th October. If you have any further questions or would like an informal discussion please contact Andrew Mackay, Director via [email protected]
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