Job title: Executive AssistantReports to: Director (with dotted line report to Governance Manager)Responsible for: N/AWorking pattern: Full time role: either f/t in the office in Kings Cross or 4 days office/1 day working from home each week. Occasional evenings; Occasional travel in London/UK1. About the roleThe focus is to support the work of the Director by providing a high level of effective and efficient administration support including complex diary management (balancing internal and external priorities), managing a busy inbox, drafting correspondence, papers and presentations and ensuring effective stakeholder management.You will work closely with the Governance Manager to support the management of Board and Committee meetings and Trustee communications.You will also support the Senior Management and Leadership team meetings by forward planning meeting agenda, ensuring papers are circulated in good time, taking meeting notes and following up on actions.As the role sits at the heart of Art Fund, you will also contribute to organising staff social events, support internal communications, support the planning and management of All-staff meetings and be one of a group of staff that provide office facilities support if the Facilities manager is away.2. How we workAs a member of the Art Fund team, we are· Collaborative & Inclusive· Curious & Innovative· Expert & Impactful· Trusted & Trusting3. Key accountabilities3.1 Director support· Manage the Director's email inbox and diary; draft correspondence for Director sign off and arrange internal/external meetings collating agendas, information and supporting documents as necessary· Manage deadlines/actions which need the attention of the Director; ensuring all requests for the Director's sign-off are completed in a timely manner· Ensure Director briefings are prepared and signed off ahead of public speaking/media events; researching and producing briefings in collaboration with other colleagues as directed.· Draft papers and presentations as required by the Director..· Liaise with stakeholders as directed, including Art Fund trustees, directors of museums and galleries, artists, politicians and civil servants and third sector and business leaders. Through your actions, and your representation of the Director's Office, take responsibility for maintaining and developing excellent relations with internal and external stakeholders.· Maintain appropriate levels of internal and external confidentiality on information to which you are privy as part of your role (including stakeholder communications), including complying with Data Protection and Fundraising Regulator guidance.· Book travel and accommodation for the Director and others as required, in line with internal policy and procedure3.2 Governance and senior management team support· Proactive administrative and planning support for Senior Management and Leadership team meetings. This may include booking rooms, inviting participants, drafting agenda, ensuring papers are produced and circulated in good time, attending meetings as required, taking notes, tracking actions· Collaborate with the Governance Manager and other staff across Art Fund to support the production and dissemination of papers for Board and Trustee and committee meetings· Enable smooth communication between Director and Chair, setting up regular meetings, sharing information for event attendance, forwarding invitations to the Chair; and supporting the Director's communications with trustees· Support the Governance Manger in management of the governance email inbox, trustee meeting scheduling and logistical support at Board meetings, strategy sessions and the AGM as required.· Provide cover for the Governance Manager when they are absent, assisting with any necessary or urgent communications to, or queries from, Trustees· Collate content and prepare a first draft of the Director's Report to trustees for Board meetings3.3 Organisational support· Provide facilities support for meetings as required; ensuring meeting rooms are properly equipped and catering is provided when requested.· Along with other staff, help with office/facilities support if the Facilities Manager is away.· Support the management, planning and delivery of staff events, including monthly All-staff meetings, including, organising external speakers/trainers, and planning presentation schedules in collaboration with the Director, Senior Management and HR teams, and summer and end of year staff events including booking event spaces or social trips.3.4 Other· Work within Art Fund policies and procedures including, but not limited to, health and safety, data protection, sustainability, procurement, AI, technology and equality, diversity and inclusion· Actively participate in the wider life of the Art Fund· Undertake any other reasonable duties as requested by the Art Fund from time to time· Work closely with the Senior Management Team, Governance Manager, Policy and Research Lead, Facilities Manager and build a professional and effective working relationship with individuals at all levels across the organisation· Build and maintain professional and effective external working relationships with the Art Fund Chair, Treasurer, Trustees, senior figures across the art world, including directors of museums and galleries, artists, politicians and civil servants and third sector and business leaders.4. About youExperienceExcellent administration experience which includes managing complex, and multiple diaries, more than one email inbox and meeting management and supportBuilt and maintained excellent, professional working relationships with a diverse range of people, internally and externally, at all levelsDrafted communications, papers and researched briefs for meetings and events for senior staffPA/Executive Assistant experience at Director levelExperience of managing projects or coordinating activity across departmentsProvided administrative support for organisational planning processesKnowledge/SkillsExcellent communication skills, abley to communicate clearly, accurately and concisely, verbally and in writingExacting attention to detailThe ability to juggle multiple priorities and meet deadlines, by forward planning and being well organisedExperience in effectively managing a wide variety internal and external stakeholdersDeveloped expert skills in the use of Outlook, Word, Teams and PowerpointA good understanding of GDPR and data securityAn understanding of charity administration processes eg governance and fundraising regulationUsed CRM systemsAn understanding of the art, museum and wider cultural sectorPersonal AttributesConfident communicating with high level stakeholdersProactive, quick thinking, solution oriented - unphased by complex diary management and last minute changes to schedulesCollaborative with a flexible, helpful and supportive approachAbility to balance both high level and routine tasks effectively and with enthusiasm