JOB DESCRIPTION

We're looking for an enthusiastic, committed and friendly person with demonstrable experience in an administrative role to join our team as a PA to our two Directors, as well as assisting our Operations Manager with everyday practicalities. Please note - this role is strictly administrative with an opportunity to progress to more senior administrative and operational roles, but this will not transition to a creative role.

KEY RESPONSIBILITIES

PA TO DIRECTORS
As a Personal Assistant to our two Directors, your responsibilities include:
Organisational: Meetings, travels, appointments, and all related communication and organisational planning.
Communication: Attending key meetings, note taking, email and writing support, all essential communications, follow ups with clients, stakeholders, teams, colleagues, inbox management.
Planning: Arranging schedules - blocking time for meetings, research, studio work, academic commitments.
Administrative: Managing expenses, receipts, studio and project related errands, practical research, postage.

STUDIO ASSISTANT
As a Studio Assistant your responsibilities include:

Working closely with our Operations Manager on all practical activities to ensure the smooth running of the studio
Assist with project and exhibition administration - from launch (filing contracts and NDAs, arranging travel, couriers, material sourcing) to archiving physical and digital material
Supporting the directors, operations manager, studio team manage expense admin
Assist the external bookkeeper with reconciling weekly/monthly studio and director expenses
Tracking and collating press coverage, as well as updating the press database
Supporting with the fulfillment and delivery of online purchases
Assisting with studio social media - having an overview of the studio's core social media platforms (e.g., Instagram, Twitter)
Practical studio and project related errands


ESSENTIAL ADMIN EXPERIENCE, SKILLS AND ATTRIBUTES
Our ideal candidate will be able to demonstrate the following:

Minimum 2 years experience of providing key administrative support to a creative team and/or personal assistance to a senior executive
Excellent communication skills in person, on the phone/Zoom, in email. You can communicate effectively one-to-one, in internal and external meetings
Great note taking skills. You will join internal and external meetings and produce actionable task lists/reminders and support notes
Highly collaborative. You have the ability to communicate effectively with a wide variety of people - from designers to non-creative stakeholders with discretion, confidentiality, and sound judgement
Great command of English. You can communicate with ease both verbally and in writing
Excellent organisational skills. You can toggle between multiple platforms, tools, and tasks
Exceptional multitasking abilities. You can stay on top of diaries as well as manage aspects of client and collaborator relationships (charting and arranging check-ins, follow ups, liaising diaries, updating databases)
Attention to detail. You can help monitor studio/director inboxes, flagging important mail and relaying pertinent information
Expert navigation around Google Drive, Google Docs and Google Sheets (good IT skills) as well as access to a laptop for use at home and in the Studio. You're not afraid of spreadsheets or folders
Quick learner with a can-do attitude. You're willing to learn new things and provide help where needed
Creative problem solver. You can work well under pressure and within tight time constraints alone and in a team environment.
During occasional busy periods (delivery of an exhibition or film production), you are open to work flexible hours.

DESIRABLE SKILLS & EXPERIENCE:
A keen interest in and commitment to work in the area of climate change
A keen interest in technology, art, design, and culture
Knowledge of Dext, Xero (or similar accounting support software)
Experience supporting a team to deliver commercial projects as well as large-scale multimedia installations, films, and art works.

DETAILS & THE PROCESS

Start date: This is a full time contracted role, initially for 6 months with the possibility of evolving into a longer term permanent role.
Salary: £25,000 per annum.
Location: As we value the health and safety of our team, we will be observing COVID guidance and work remotely during COVID surges. However, we hope to return back to our studio, which is London-based.

If this sounds like you, please send your application using the below outline:
A short cover letter including:
demonstrable experience listed in the KEY RESPONSIBILITIES and ESSENTIAL ADMIN EXPERIENCE, SKILLS AND ATTRIBUTES sections
Why you would be a good fit for this role
A CV highlighting applicable skills and demonstrable experience relevant to this role only
*Kindly label your application as 'First Name_Last Name'

Submit applications by 6pm on Tuesday 15 February 2022
The first round of interviews will be held on week commencing 21 February 2022
Shortlisted candidates will be invited for an interview and given a short home assignment relevant to the role

The second round of interviews will held between 24-25 February 2022
Shortlisted candidates will be invited to an interview
Selected candidate to start in early March (we are flexible with the exact start date).