Taylor Hawkes Ltd Hiring for Executive Assistant – National Film Charity – Minimal Office Working at London Full Time

Our client is a registered charity concerned with the film industry in the UK. They are currently looking for an Executive Assistant to assist the Executive Director of Finance, People and Business Operations on a permanent basis.

The Executive Director visits London for a couple of days a month typically, so your role will predominantly be remote/home based, with travel to the London office required when the Exec Director visits.

You will be working as an Executive Assistant and wider team Coordinator to assist the Executive Director of Finance, People and Business Operations in managing the smooth running of the Department. The role will also play a vital role in streamlining processes, making efficiencies and improvements to their systems. As well as working with colleaguesacross the organisation, the post holder will liaise with industry and political stakeholders and a variety of partner organisations.

Key Responsibilities:

To provide full and confidential administrative, secretarial and personal assistance to the Executive Director of Finance, People and Business Operations including:

• Comprehensive email inbox and diary management.

• Full coordination, agenda preparation and minute-taking for internal and external in person and virtual meetings, including coordinating attendances, booking and preparing rooms, arranging catering / refreshments and booking travel and accommodation.

• Supporting the Executive Director on all Committee, Executive Board and Board activities by preparing papers, slides and statistics where required.

• Managing all correspondences from the Executive Director, including organising replies from other team members of departments as appropriate, summarising correspondence and other documents for the Executive Director, drafting replies for agreement or responding to standard enquiries as required.

• Developing and maintaining professional relationships with external contacts in Government and Industry.

• Compiling, preparing and filing paperwork.

• Devising workload prioritisation and compiling schedules to support the Executive Director’s diary requirements.

• Using our finance system Integra to undertake financial administration, including business credit card payments, placing orders, managing and processing expenses, travel costs, invoices and purchase orders as necessary on our finance system, ensuring prompt payment and liaising with management accountants as required.

• Maintaining accurate annual leave, sickness absence records on behalf of the Executive Director.

To provide wider administrative support for the department, including:

• Being a central point of contact for enquiries for the Finance, People and Business Operations team.

• Carrying out research tasks as and when required, including sourcing information and data and providing summary digests.

• Ensuring the Finance, People and Business Operations sections of the website and internal intranet are kept up to date and accurate, liaising with relevant teams to do so as and when required.

• Providing a drafting, proofing, formatting and electronic document management service to the department, including strategic communications, and the preparation of documents for publication.

• Compiling and editing the Quarterly Business for the Finance, People and Business Operations Department, the department’s contribution to the Operational Plan, and other Department-level corporate ing as required.

• Supporting organisational change projects.

• Organising staff attendance at conferences and festivals, including registration, travel and accommodation bookings.

• To ensure effective information management structures are maintained including an address database, manual and electronic filing.

• Coordinating on-boarding and induction processes for new starters in the department as and when required.

• Liaising with IT and Facilities teams over office and communications equipment as and when required.

• The post may involve some travel throughout the UK and Europe and occasional unsocial hours at weekends and in the evenings.