25 days ago
  • Level Mid Level
  • Professions Personal Assistant
  • Type Full Time
  • Location London, United Kingdom

Description

Deadline: 04/08/2019 23:59
About the Royal Academy of Arts
The Royal Academy of Arts is one of the UK’s foremost arts institutions and our vision is to be a clear, strong voice for art and artists. We are an innovative, forward-looking and commercially astute organisation that receives no government operating subsidy. It is a particularly exciting time in our history after having redeveloped our 2.5-acre campus in Mayfair, uniting our two buildings and providing refurbished galleries for the display of art and architecture, a state-of-the-art auditorium, a new learning centre and a dedicated Collections gallery in Burlington Gardens, and enabling greater public visibility of the art school at the heart of the Academy.
About this position
A privately funded institution led by eminent artists and architects, the President (PRA), elected at least once every 10 years from the membership, is the Royal Academicians’ formal representative. The PRA chairs General Assembly and the Council, the committee responsible for the direction and management of every major aspect of the Royal Academy and leads our fundraising efforts to secure the future of the RA.  The PRA is always a practising artist or architect, and so usually works at the RA part time whilst maintaining their professional practice. Their office at the RA needs to run full time, which is where this role fits in.
The opportunity for a highly organised, experienced and friendly professional has arisen to act as a trusted aide to the President. Understandably an extremely varied and busy role, the successful individual will be responsible for many duties including managing the office of the President by providing discreet and high-level support, acting as a representative at meetings he is unable to attend and as first point of call on behalf of the President. Furthermore, maintaining high-level relationships with Royal Academicians and Secretary and Chief Executive, through a successful partnership with his Executive Assistant, will be paramount to success in this position.
About you
In order to be successful in this position you will:
  • Have a minimum of 5 years’ previous Board Level Executive/Personal Assistant experience, ideally within a complex organisation
  • Possess exceptional written and verbal communication skills with a proven ability to build strong working relationships
  • Have proven experience taking comprehensive meeting minutes
  • Be highly computer literate
  • Be able to plan ahead, pre-empt problems, identify solutions and troubleshoot
What benefits do we offer?
  • We offer a very generous pension scheme, contributing up to 10% of your salary into a defined contribution scheme. 
  • In addition to 25 days’ holiday and 8 public holidays each year, we close between Christmas Eve and New Year, allowing staff further paid leave.
  • We encourage staff to attend free History of Art and life drawing classes on site. We also have a staff choir, staff gallery and running and craft clubs.
  • Best of all, we have reciprocal agreements with many leading museums and art galleries in London and New York, enabling you to enter for free with your staff pass.
Closing date for applications: 4 August 2019
Interviews to be held: 12 August 2019
MAIN OBJECTIVES
Manage the office of the President of the Royal Academy of Arts, providing comprehensive, discreet and high-level support to the President in their duties.  
To build and maintain trusted aide support to the President.
To develop and assist with the ongoing relationship between the President, Royal Academicians and the Secretary and Chief Executive.
To represent the President across the Academy, maintaining relationships with external stakeholders and the other departments, proactively responding to issues as they arise.
To work collaboratively with the EA to the Secretary and Chief Executive when appropriate streamlining duties and building efficiencies in work processes.
MAIN DUTIES
  1. Provide high level, effective and efficient EA support to the President acting as a trusted aide.
  2. Convene regular meetings to ensure they are well briefed on their daily engagements and with matters arising.
  3. Collate meeting paperwork for meetings attended by the President including the Executive Committee meeting, Council, GA, Trust and various Committees.
  4. Ensure effective communication and a joined-up approach to issues as they arise, disseminating information as appropriate and ensuring messages are passed on promptly.
  5. Act as the first point of contact to the President, answering calls and meeting requests.
  6. Draft and prepare correspondence on behalf of the President.
  7. Monitor the email account of the President, file emails and flag up those that require attention.
  8. Manage the President’s complex diary.  Suggest dates and liaise with internal and external stakeholders to confirm all meetings and ensure they are correctly added to the Outlook calendar.
  9. Proactively pre-empt issues and attempt to provide solutions to problems where possible.
  10. Liaise with the EA the Secretary and Chief Executive regarding their joint meetings and to ensure effective communication between the two offices.
  11. Meet and welcome visitors for the President, showing them around the Royal Academy as required and organising refreshments if necessary.
  12. Overseeing the maintenance of a well-ordered and secure filing and archiving system for the efficient retrieval of information relating to the work of the President.
  13. Provide daily events/commitment pack and ensure flow of information to aid and promote good communications between the President and employees, as well as many external contacts.
  14. Co-ordinate travel arrangements: hotel reservations, travel tickets, itineraries, resolve problems, record details all as necessary.
  15. Provide administrative support for the Treasurer including diary management and document collation for his meetings. Make sure they are up to date and informed of their commitments and that they receive all relevant paperwork as required.
  16. Liaise with the Head of Membership Affairs over matters relating to the Royal Academicians, Council business and communications with them.
  17. Maintain and monitor the office budget and expenditure. Collate financial information/summaries as requested.
  18. Share knowledge and others informed of all updates to avoid duplication of effort in a fast-paced environment.
  19. Continuously build efficiencies in EA support, working across the EA group as appropriate.
  20. Comply with all relevant Health & Safety policies, procedures and regulations and take appropriate and reasonable care for the safety of colleagues and visitors to the Academy.
  21. Undertake any other duty which may reasonably be allocated by the President.
PERSON SPECIFICATION
KNOWLEDGE, SKILLS, EXPERIENCE AND PERSONAL QUALITIES
  • Degree educated, or equivalent
  • At least 5 years’ previous board level Executive/Personal Assistant experience, ideally within a complex organisation
  • Exceptional written English, strong drafting skills for clear and professional written communications; with specific experience of taking professional and comprehensive meeting minutes; letter drafting/writing
  • First class interpersonal skills and ability to build strong working relationships through a diplomatic and friendly approach
  • Well organised and tidy with a flexible approach to work and the ability to work to deadlines whilst prioritising a varied workload. Maintain accurate records and establish and maintain effective monitoring and filing systems
  • Proactive rather than reactive approach to work; able to plan ahead, pre-empt problems, identify solutions and troubleshoot
  • Strong supervisory skills, able to delegate work appropriately, communicate clearly, motivate and get the best out of people, able to give honest and regular feedback
  • Able to treat all matters with absolute confidentiality, integrity and discretion
  • High attention to detail with fast and accurate typing skill
  • Highly computer literate – with excellent knowledge and experience of MS Office Suite
  • Well-presented, polished and confident demeanour
  • An interest in the visual arts

Skills Required

  • Personal Assistance

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