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Executive Assistant

Employer
South East Dance
Location
Brighton, East Sussex
Salary
£19,000 per annum
Closing date
1 Feb 2022

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Job Details

Executive Assistant

South East Dance is looking for an Executive Assistant to join us at this exciting time as we prepare to open The Dance Space, Brighton & Hove’s newest arts & cultural building - a brand new home for dance in the heart of the city’s cultural quarter.  We are looking for a well-organised person who is a good team player with great communications skills and a flexible approach. Ideally the successful candidate will have some experience of administration and office management, but we would also be pleased to hear from anyone who has other experience that they think would make them a good fit for the role. The position will be based at The Dance Space in Circus Street.

Terms & Conditions

Hours:

Full time - 37 hours per week to include sessions in the evening and weekends as necessary (no overtime is payable but time off in lieu may be taken in agreement with line manager).  The Dance Space will be open from 8am to 9pm Monday to Saturday

Contract: Permanent

Holiday Entitlement: 22 days per annum plus Bank Holidays

Office Base: The Dance Space, Brighton

Salary: £19,000

Key tasks

Building Administration

  • Lead on booking and managing external hires for the Board Room and small meeting room and ad hoc hires of the Artists’ Pods 
  • Co-ordinate the administrative work of the Receptionist(s)
  • Provide reception cover as required

Office Administration

  • Maintain general filing and administrative systems and procedures 
  • Ensure stocks of refreshments and stationary are maintained
  • Ensure smooth running of South East Dance’s office IT, answering queries, reporting problems to IT consultant and ensuring issues are followed up 
  • Assist in ensuring contacts on Monad, our customer relationship management system (CRM) are kept up to date.
  • Organise all staff meetings and staff events under the direction of the Artistic Director or Executive Director
  • Book staff travel as required

Financial administration

  • Assist the Finance Manager in the operation of the South East Dance accounts email 
  • Enter incoming invoices and income receipts on the expenditure and income records and ensure that they are forwarded to the budget holder for checking and authorisation
  • Oversee procedures for petty cash
  • Reconcile staff credit card statements

Fundraising administration

  • Support the Head of Fundraising with administration and correspondence
  • Support the delivery of cultivation and stewardship events 
  • Support the Communications team with digital fundraising initiatives.
  • Carry out research to support funding bids

Governance

  • Ensure all board related documents and forms are correctly signed and filed 
  • Set up Board, Finance & Audit and Remuneration committee meetings
  • Collate and circulate papers for meetings
  • Book meeting rooms and refreshments for meetings
  • Attend Board, Finance & Audit and Remuneration committee meetings and take minutes
  • Write up meeting minutes

HR Support

  • Assist the Executive Director with the maintenance and update of personnel details and information for staff as directed
  • Coordinate recruitment campaigns and the recruitment process in conjunction with the Comms team and line managers
  • Record toil, sickness, absences and annual leave for staff
  • Carry out inductions for new staff in conjunction with line managers

Personal Assistant to the Artistic Director and Executive Director

  •     Organise and maintain diary and arrange meetings
  •     Arrange travel, visas and accommodation, manage travel itineraries and reconcile expenses
  • Undertake ad hoc tasks as requested

Other

  • Represent SED, its values and its work at all times 
  • Work within all legislation and company policy including equal opportunities and health and safety 
  • Be a Fire Warden and First Aider (training will be provided)
  • Contribute actively to the overall activity of South East Dance, providing general assistance to colleagues as required
  • Be responsible, in conjunction with the Building Manager for office health and safety, including first aid and fire safety. (training will be provided where needed)

 

Experience and skills

Essential

  • Excellent organisation skills
  • Commitment to equality, diversity, inclusion and anti-racism
  • Good computer skills: high level of competence in Word, Excel, Outlook
  • Literacy and numeracy skills 
  • Competent at balancing a range of different demands and the ability to prioritise
  • A calm and well-organised approach to work
  • Able to use initiative to solve problems and answer queries.
  • Excellent inter-personal skills: ability to relate to a wide group of people in a professional manner 
  • Able and willing to work some evenings and weekends 
  • Willingness to apply for a DBS (Disclosure and Barring) certificate

Desirable

  • 12 months+ previous experience in a similar role
  • Minute/note taking skills
  • Customer service experience 
  • Experience of handling confidential and sensitive information
  • Experience of financial administration
  • Experience in basic first aid and fire safety procedures 
  • Experience of working in an arts or similar venue

Company

We support dance artists that specialise in all forms, from breakdancing to ballroom, with funding, tailored advice and networking opportunities throughout their careers. As passionate believers in the health and wellbeing benefits of dance, we also work hard to bring movement to as many people as possible too – particularly those who might not have had the opportunity or the confidence to give it a go before.

In 2022 we will be receiving the keys to the The Dance Space. Located in the heart of Brighton & Hove, our state of the art dance studio and community hub has been over a decade in the planning and making and we can’t wait to welcome everyone inside.

Company info
Website
Telephone
01273 696844
Location
28 Kensington Street
Brighton
BN1 4AJ
GB

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