Job Description

We are looking for a well-organised, highly motivated self-starter and confident communicator, with a keen interest in the visual arts and excellent attention to detail. Our ideal candidate will be highly numerate and literate, with competence in using IT resources and databases - and who can demonstrate a keenness to take the lead on our new grants management system.
This is an ideal role for someone with a background as a personal/executive assistant, administrator or grants officer who wishes to broaden their skills, while working in a part time capacity.

• Provide PA duties and executive support to the Director.
• Handle incoming telephone calls to the Director, screening as necessary;
• Maintain the files, records and archive systems, and manage the grant payment requests and remittance notifications;
• Administrative duties including: departmental filing, preparing invitation lists for special events and updating contact details;
• Research suppliers and place orders for goods when required; and process departmental invoices and expenses for the Director;
• Provide occasional backup cover for reception and take incoming calls to the Foundation when receptionists are absent or busy as part of the telecom group.
• Arrange refreshments for guests visiting the director/VIP meetings;
• Any other duties that may reasonably be required.

Required Knowledge, Skills, and Abilities

• Previous experience in one of the following roles or similar: personal/executive assistant, administrator, grants officer/administrator
• Knowledge of and keen interest in the arts, ideally the visual arts
• Good communication and listening skills, coupled with discretion
• Confident in face to face and telephone communications and ability to communicate assuredly with senior executives and fundraisers across an international spectrum
• Experience in using databases and enjoys using IT resources, with a curiosity and willingness to learn and become the lead user of the grants management system
• Competent and confident in using Microsoft Outlook, Word, Excel & PowerPoint 
• Reliable, highly organised and able to work to deadlines
• Highly numerate & literate
• Excellent attention to detail and accuracy; a tidy worker
• Highly motivated self-starter with a helpful, 'can do' attitude to problem-solving
• Experience in taking minutes at executive/board level meetings, or willingness to undertake training
• Experience of working in a cultural or charitable organisation