Personal Assistant

PA to Director of Development, Renowned Arts organisation, temporary role until the end of June 2025, £16.00-£17.00 plus holiday pay

Our client, a renowned Arts organisation, requires a Personal Assistant to support the Director of Development. This is an onsite role and a great opportunity to work in a fast paced, dynamic and high profile environment.

Main duties of this Personal Assistant role are:

• Electronic diary management of meetings and calls, prioritising in line with the Director’s priorities
• Diary management for the Deputy Development Director
• Manage incoming calls and email; respond on behalf of the Director. Escalate / delegate to colleagues, as appropriate
• Daily updates with Director regarding responses and scheduling
• Provide research on specific prospects and donors as directed by the Director
• Manage the Director’s internal and external commitments, ensuring appropriate papers are collated in advance and attending meetings as required
• Take minutes and write up reports when required
• Coordinate internal meetings
• Deliver Divisional meetings (in person and virtual)
• Organise presentation materials and room and AV bookings as needed
• Track donor meetings, collate briefings, manage correspondence, manage requests for international travel; act as first point of contact
• Process financial activity records for the Director - purchases, credit card reconciliations, expense claims and invoice payments
• Ensure office systems are kept up to date - follow records management procedure
• Prepare PowerPoint presentations and liaise with other Directors’ assistants
• Produce briefing packs including research about exhibitions and other cultural activities, for travel
• Process invitations for conferences, dinners etc, bringing to the Director’s attention regularly beings mindful of their demanding schedule
• Liaise with the Development Engagement & Events and Development Operations team, as well as the Foundation Trustees
• Record keeping of leave.
• Help to plan and deliver board meetings, including meeting administration and papers, and support governance, keeping updated records of new Foundation Trustees

Skills and Experience

• Solid secretarial experience in a complex and high profile organisation
• High level support to senior staff, including maintaining filing systems, filtering, and providing information, organising meetings and managing diaries
• Discretion and the ability to work with minimal supervision
• Excellent written communication skills with the ability to draft complex letters and reports
• Accuracy with a keen eye for detail - proof-reading skills
• A flexible and proactive approach
• Organised with the ability to prioritise a varied workload
• Works accurately under pressure
• First class interpersonal skills with the ability to deal confidently and appropriately with individuals at the highest level
• Confident handling confidential and sensitive information
• Ability to work collaboratively
• Fast, accurate word-processing skills - Word, Excel, Outlook, PowerPoint
• Experience of using Customer Relationship Management (CRM) databases to record and manage supporter data and the ability to ensure best use of CRM systems within your team

This is a great opportunity to develop your career within a renowned institution. Apply now!

Due to the large number of applications we receive only shortlisted applicants will be contacted

Val Wade Recruitment are actively looking for applicants from under represented communities and pride ourselves as an equal opportunities’ employer and agency