Executive Assistant To CEOVacancy posted: Tuesday, 10 January 2017
Closing date: 27 January 2017
The Chief Executive is the external ‘face’ of the Fringe Society brand, nationally and internationally, as well as the executive officer and Company Secretary of the organisation.
The primary function of the Executive Assistant is to provide dedicated administrative services and support to ensure the Chief Executive is fully able to deliver against the mission statement of the organisation. The role supports the Chief Executive with comprehensive, detailed and accurate information (for use both internally and externally to the organisation), therefore requires extensive knowledge of the EFFS, its personnel, and external stakeholders, as well as an understanding of its aims and objectives. This role also supports key external partnerships, such as funding bodies, the board of Trustees and key Fringe constituents.
The Executive Assistant represents the Chief Executive and the EFFS, both internally and externally. Therefore, the post holder should be professional and discreet in dealing with potentially sensitive or difficult information and maintain absolute confidentiality.
The role sits within the Operations Department (reporting to the Head of Operations) and supports the core administrative function of the Fringe Society where required.
The Edinburgh Festival Fringe Society is committed to reducing its environmental impacts in its everyday operations. We are also committed to maintaining the open-access policy of the Edinburgh Festival Fringe. We are an equal opportunity employer and welcome applications from all sectors of the community. We are also proud to be a Disability Confident Employer and aim to successfully employ and retain disabled people and those with health conditions. We expect employees to support these commitments and to assist in their realisation.
Role and responsibilities
The successful candidate will perform a wide range of duties, including but not limited to:
Chief Executive Support:
- Identifying, anticipating and proactively supporting the Chief Executive’s complex workload and activities through comprehensive and detailed diary and calendar management, and a strategic understanding of their competing priorities for delivery;
- Identifying critical and time specific tasks and liaising with the Chief Executive and the Senior Management Team to ensure successful cross departmental delivery;
- Supporting the workload of the Chief Executive during the Festival Fringe; accompanying her to meetings, events, performances etc. to offer support and proactively gather useful contacts/information;
- Providing an open, appropriate and professional communication channel to the Chief Executive for the staff of the Fringe Society;
- Preparing thoroughly in advance of meetings, ensuring the Chief Executive has the relevant information in a timely fashion, and providing comprehensive follow-up to all meetings;
- Arranging and providing support for in-house meetings; welcoming visitors, organising refreshments and transportation if required;
- Organising all travel, accommodation and logistical arrangements for national and international trips, including foreign currency, itinerary and detailed information relevant to the trip;
- Dealing with all enquiries and correspondence to the Chief Executive’s office (telephone, email, mail), ensuring information is disseminated to other Senior Managers if required, and responses are drafted/RSVPs returned in a timely manner;
- Maintaining a correspondence log to assist the Chief Executive in future meetings and sending timely follow up emails/thank you notes;
- Proactively maintaining the Chief Executive’s address book, ensuring all contacts are up-to-date and shared within the organisation where appropriate;
- Supporting the Chief Executive in all professional activities outside of the Society, e.g. Festivals Edinburgh or other board membership;
- Actively managing and maintaining the Society’s extensive stakeholders’ database;
- Supporting the delivery of applications and reporting to core external stakeholders, e.g. City of Edinburgh Council and Creative Scotland;
- Preparing and maintaining, in liaison with the Senior Management team, presentations in anticipation of speaking requests that can be adjusted quickly to suit upcoming events;
- Reconciling Chief Executive corporate credit card and expenses claims in liaison with the Finance Office;
- Evaluating the expenditure of the Chief Executive’s office to inform budget decisions;
- Maintaining comprehensive and easy to use electronic and hard copy filing systems.
Board of Trustees
The Fringe Society’s board of Trustees meet six times annually including the public AGM; there are four committees and three working groups that each meet between one and six times annually.
- Supporting the board and associated committees includes;
- Arranging the full schedule of meetings in liaison with the office of the Chair;
- Arranging travel, accommodation and other logistics, including training if required:
- Evaluating the spend of the Trustees to inform budget decisions;
- Clear and professional communication of documents to the Trustees including information and updates relating to the wider political or cultural context that will support Trustees in fulfilling their role for the Society;
- Supporting the Chief Executive and Senior Management team in the preparation of board papers;
- Minute taking of all meetings and timely production of these for approval, ensuring robust records are maintained;
- Ensuring emerging actions and reporting requirements from the Board are disseminated to the Senior Management Team to include in their workload planning;
- Organising the annual public AGM which takes place during the Fringe;
- With the support of the Head of Operations, ensuring EFFS and FFTL (Festival Fringe Trading Ltd) are compliant with Companies House and OSCR and that annual returns are filed in a timely manner.
Supporting the Society:
- Booking all UK and international travel and accommodation for staff travelling on Society business;
- managing and reconciling the Society taxi account and travel credit card, and reporting on carbon output;
- Supporting the Marketing and Sponsorship team in planning and delivery of EFFS events such as the Annual Review reception and Programme Launch;
- Keeping key stakeholders e.g. politicians, consular corps, UK and international arts contacts, up-to-date with Society news and activities;
- Supporting the Operations team as and when required including answering customer enquiries;
- Undertake specific projects as and when required by the Head of Operations, including management of internal documentation;
- Supporting the Senior Management team in developing action plans for the delivery of the Fringe Society’s business plan, both annually and long term;
- Ability to build positive, professional, appropriate, pro-active and supportive relationship with the Chief Executive;
- Professional and focussed, with the ability to build productive and appropriate relationships with staff across the Fringe Society;
- Ability to represent the Society to external key stakeholders, confidently and professionally representing the CEO’s office;
- Effectively manage a high volume of requests for access to the Chief Executive in a firm but friendly manner;
- Conscientious, with a high attention to detail, systematic in approach to planning and delivery;
- Highly discreet; comfortable with handling confidential information; ability to maintain absolute confidentiality and handle sensitive matters, diplomatically and discreetly;
- Flexible and responsive to change;
- Ability to remain calm under pressure;
- Personable and supportive.
Essential Knowledge, experience and skills:
- Proven recent experience of providing EA support at a senior level;
- Ability to prioritise work for self and Chief Executive in an environment with multiple and conflicting demands;
- Experience attending, preparing agendas and papers, and minute taking for board meetings;
- Strong diary management, workload planning and time management skills;
- Advanced IT skills, specifically Word, Excel and Outlook;
- Proven ability to communicate effectively both internally and externally and at all levels;
- Excellent writing skills with high attention to detail/experience of drafting high quality written correspondence on behalf of others;
- Knowledge of governance and board structures within a not for profit organisation;
- Excellent listening skill; ability to consider large volumes of information and filter pertinent issues to the Chief Executive;
- Demonstrable problem solving skills.
- Sound financial understanding, confident in monitoring small budgets;
- Knowledge of the Festival Fringe and the Fringe Society;
- Knowledge of the arts industry and cultural policy landscape of Scotland and the wider UK.
The salary for this post is circa £25,000 per annum, plus 4.5% pension contribution. 28 days’ holiday per year plus six public holidays. Normal working hours are 10:00 to 18:00, Monday to Friday. Some additional evening and weekend work may be required, particularly in the run-up to and during the festival period. There is no overtime entitlement, but the Society does maintain a TOIL policy.
|Telephone||0131 226 0026|
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