I currently work as the Project Coordinator for Culture at King's College London where my main function is to support and deliver a huge number of projects across a range of innovative schemes involving the arts, sciences, health, design and education. In addition, I also support the Culture team to ensure that all administrative, financial, logistical and technical tasks are completed in a timely and accurate manner. The role calls for impeccable organisational skills along with precise attention to detail and the ability to prioritise and manage an extensive and varied workload. Previous to this I worked as the PA/Administrator at Artichoke, the arts organisation behind some of the most celebrated outdoor art in recent times including Lumiere London and London’s Burning. I was personal assistant to the Director and Development Director of the company for three years, providing round-the-clock on-hand support whilst also handling the administrative needs of the business.
The Project Coordinator duties range from general administration such as handling all incoming telephone and email inquiries, arranging and minuting meetings, diary management and drafting contracts. In addition to managing project budgets, writing copy for print and online resources, overseeing travel arrangements for staff and external partners as well as processing all invoices and expenses. Furthermore, I have substantial experience of event management, from coordinating an artist workshop or open space, all the way through to organising a launch event for 100 guests.
I also communicate with a spectrum of people on a daily basis either in writing, by phone or face-to-face. Whether it's academics from the University, artists involved in one of our projects or cultural organisations from the Arts Council to Somerset House, it's my job to ensure each person's voice is heard, they receive the highest standard in customer service and they walk away feeling informed and satisfied.
As previously mentioned, I am extremely proficient in juggling a multitude of tasks and a hugely diverse workload whilst always remaining calm and professional, even under pressure. I pride myself on being able to prioritise quickly and efficiently which enables me to be adaptable and on-hand for any urgent matters that may arise without notice. Furthermore, I am very tech-savvy and able to work on either Mac or Windows with sufficient experience across a host of applications such as Microsoft Office, Salesforce, Adobe, CMS and CRM (Dynamics).
In addition to all the above, I also consider myself to be an outgoing team player who really enjoys being part of a hard-working and vibrant office.
Projects credited in
- Temple: Bonfire InstallationA radical arts project in Derry~Londonderry. Bonfires have long been a part of Northern Ireland’s history. To some they are a time-honoured tradition, to others they create tension and division. Artist David Best has a reputation for constructing huge, soaring temple structures at Burning Man in the Nevada Desert. Built with his volunteer Temple Crew, the structures have become a place for remembrance, their ritual burning an opportunity to let go of painful memories.15
- Lumiere Light Festival - DurhamLumiere is produced by Artichoke. Artichoke is a leading arts charity that works with artists to invade public spaces and put on extraordinary and ambitious events that live in the memory forever.13
- LUMIERE LONDONArtichoke transformed iconic buildings across King's Cross and the West End, turning the city into a noctornal delight. Supported by the Mayor of London, Lumiere London turned King’s Cross and London’s West End, including Leicester Square, Piccadilly, Regent Street, St James’s and Carnaby into a magical pedestrian playground and encouraged Londoners and tourists alike to explore the heart of the capital and view it in a new light. Attended by over one million people over four evenings, visito
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Work history
Project CoordinatorKing's College London
London, United KingdomFull Time
-Providing efficient and proactive team support, including diary management, correspondence, travel arrangements and preparation of papers for meetings.
- Support the planning and delivery of a wide range of innovative and proof-of-concept projects.
-Managing the smooth delivery of workshops, events, ideas labs and salons.
-Managing project budgets and reporting on expenditure to senior management.
-Managing the timely and accurate processing of all invoices and expenses.
-Preparing and disseminating contracts for associates, academics and cultural partners.
-Coordinating all project-related meetings to include minuting and follow-up actions.
-Preparing draft presentations and reports relating to projects.
-Liaising with external stakeholders and partners to provide updates on recent activity.
-Preparing copy for print and online, ensuring the Culture webpages are kept up-to-date and social media is active.
-Undertaking desk-based research on cultural activity both externally and within the University.
-Acting as the first point of contact for all internal and external enquiries about the Culture team.
-Maintaining databases of contacts using CRM.
-Contributing to evaluation reports and managing their distribution.
PA & AdministratorArtichoke
London, United KingdomFull Time
DUTIES AND RESPONSIBILITIES
To provide administrative support to the General Manager and Senior Management Team in the day-to-day running of Artichoke.
Support for Artistic Director:
• To manage the Director’s diary, including organising meetings, booking travel and accommodation, travel expenses, drawing up schedules and itineraries, and drafting correspondence.
• To undertake tasks to support the Director as requested.
Administration:
• To co-ordinate and support internal and external meetings, including preparing and circulating agendas and papers, minutes and attending to practical arrangements.
• To maintain and improve administrative systems and processes in order to ensure a smooth running office, including managing post and filing, ensuring all necessary forms and systems are up to date.
• To coordinate travel, accommodation and logistical arrangements for core staff and artists outside of project delivery periods.
• To support the compilation of information for returns and reports, including Companies House, the Charities Commission and other statutory bodies and regulatory authorities.
• To support systems for the collection of statistical and qualitative information from across the organisation; working closely with the General Manager and development team to provide reports for funders and sponsors.
Communication:
• To act as the primary point of contact for the organisation on a day to day basis through phone, e-mail and letter, including management of the phone system; checking and responding to e-mails and post as directed.
• To ensure that all internal contact databases (Salesforce), are regularly reviewed, updated and edited.
• To assist in the development and implementation of Artifax within the organisation.
Office Management:
• To monitor, order and manage all office supplies, equipment and stationery, in line with available budgets.
• To ensure smooth running of IT and office equipment, undertaking basic maintenance duties, troubleshooting and reporting any problems to our IT provider, ensuring issues are followed up and successfully resolved.
• To manage the office cleaner, conduct weekly checks of the office and ensure that the workplace is clean and safe, alerting the General Manager to any issues.
• To oversee the co-ordination of all recycling by the organisation and take the lead on sustainability initiatives.
• To maintain and manage Artichoke’s off site storage space.
Financial Management:
• To check, stamp and code invoices in advance of processing and payment by the Finance Manager, gain authorisation from correct signatories, collate receipts and approvals codes for credit and debit card payments and update income/expenditure records.
• To oversee procedures for petty cash and paying in cash/cheques.
• To manage delegated areas of the Office Overheads budget.
Personnel:
• Working with the General Manager, to support the development of HR systems, policies, procedures and benefits, within the frameworks of employment legislation and good practice.
• To manage and develop work experience placements, co-ordinating requirements and recruitment, working closely with the General Manager and Head of Departments.
• To help maintain staff personnel records, ensuring information is kept confidential, including organisational records (such as leave records and timesheets), and overseeing the collection of data for equal opportunities monitoring and other comparative analysis as required.
• To carry out inductions for new staff and volunteers.
• To respond to incoming volunteer and speculative job enquiries, and manage the systems that record potential applicants details.
General requirements of all Artichoke Employees:
• To contribute to the development of a professional working and learning environment within the organisation
• To contribute to the organisation’s understanding of diversity and its implications for the arts and to ensure that this understanding informs all the organisation’s activities
• To ensure adherence to the organisation’s policies and procedures with particular reference to Equal Opportunities and Health and Safety
• To work in a flexible manner in line with the organisation’s corporate objectives and to be willing to undertake other duties as reasonably requested
• To provide excellent customer care in dealings with the public
• To deputise for senior colleagues as appropriate
Skills
- Environment
- Powerpoint
- Team Assistant
- Proof Reading Documents
- PA to Directors
- Social Media Account Management
- Mac and PC Literate
- Administrative Support
- People Person
- Hard Worker
- Diary Management
- Project Co-ordination
- Event Management
Education
S
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2:1 in Media WritingSouthampton Solent University
- Southampton, United Kingdom