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Executive Assistant

Date Added
09 August 2022
Birmingham Repertory Theatre
£27,259 dependant on experience; pro-rata if part-time.
Job Specification
To apply for this post please complete the online application process on our website: 
Data from your diversity monitoring form will not be shared with the recruitment panel. 
*we accept other forms of submission including video and audio recordings. 
The Rep is a Disability Confident Employer. If you would like to apply under this scheme please selection this option on our application portal. 
The Rep supports and encourages applications from refugees seeking asylum in the United Kingdom. We will guarantee an interview to any refugee if they meet the minimum criteria for the job vacancy and have the legal right to work in the UK. If you would like to apply under this scheme please select this option on our application portal. 
The deadline for receipt of applications is 12 September 2022 
Interviews will be held on Zoom during wc 19 September 2022 
Please read the job description carefully before starting your application to ensure that you meet all of the essential criteria and are able to provide evidence in your application to support these areas. Only relevant information will be considered when shortlisting candidates. 
In line with GDPR, your application will be retained securely for 6 months before being destroyed if you are unsuccessful. 
Vacancies will generally close by the deadline, however, we reserve the right to close the vacancy early if we receive a high volume of suitable applicants. We therefore advise candidates to submit their applications as soon as possible if they wish to be considered for the role. Any applications made after the deadline will not be considered. 
Role Summary 
This role will have responsibility for senior administration support across the Executive and People teams. The person in this role will be providing exemplary service both internally and externally including dealing with VIPs, guests, officials, artists, as well as arranging meetings and correspondence (including minuting senior meetings) up to and including board level. 
This role is crucial to the smooth running of a very busy executive office, where key stakeholders are often away from the premises, therefore you must be good at remote diary management and be able to manage your own and others time. 
This role will work approximately 70% in executive support and 30% providing the people team with administration support. 
Main duties and responsibilities 
• Providing support to the Executive throughout the strategic planning cycle including collating data, writing reports and producing summaries/powerpoints for internal and external presentation 
• Use relationships, judgement and understanding of the wider context to support the Executive in their work and manage their diaries accordingly, challenging and pushing back with confidence if meeting requests are unclear or not necessary. 
• Quickly navigate and understand artistic conversations to extract key messages and actions points – ensuring they are followed up with action owners and delivered on time. 
• Assist Theatre Admin Manager with collation of board packs and senior management reporting as required. 
• Produce documents, briefing papers, reports and presentations. 
• Assist Theatre Admin Manager with arrangements for Board and sub-committee meetings, including diary and room co-ordination, production and distribution of agenda and papers and minutes. 
• Act as the gate-keeper of the Executive’s time by pro-actively managing the AD and ED’s busy diaries. 
• Politely deal with sensitive issues, pushing back on internal and external parties to ensure the executive time is best allocated to the highest priority tasks. 
• Assist with the ‘to do’ list of the executive, noting and monitoring actions and bringing value through assisting with completion of tasks. 
• Manage executive travel, accommodation booking and expenses. 
• Organise and note all senior leadership and management team meetings and track actions through to completion. 
• Organise company engagement sessions and meetings including training, away days, company meets, staff parties, board away days and others as required. 
• Meet and greet visitors and guests, provide refreshments and a great visitor experience on behalf of the executive/people team. 
• Assist the Theatre Admin Manager with the people team with employee life-cycle admin including recruitment, on-boarding, data and reporting, and leavers. 
• Implement administration systems where they are missing/can be improved. 
• Create and manage calendars of engagement and governance activity to ensure no deadlines are missed and all participants have time to prepare their contributions to activities. 
• Support events and guest arrangements for events as required by the Executive. 
• Write external correspondence such as letters and emails. 
• Deputise for Theatre Admin Manager as required. 
General Responsibilities 
• Adhere to and implement the guidelines, procedures and policies of the company as detailed in the staff policies (available from the staff intranet). 
• Play a role in the life of the company and work across departments to develop a positive and engaged organisational culture including playing active and positive roles in staff forums/committees. 
• Be aware of, and comply with, rules and legislation pertaining to Health & Safety at Work and abide by the procedures set out in the Health & Safety Policy. 
• Be aware of, and comply with, rules and legislation pertaining to data security, and GDPR, at work and abide by the procedures set out in the Data Protection Policy. 
• All staff are expected to demonstrate an understanding of, and adherence to, our Safeguarding Policy, including a duty to report any issues of concern. 
Any other duties 
The duties and responsibilities set out should not be regarded as exclusive or exhaustive. The post-holder may be required to undertake other reasonably determined duties and responsibilities within the organisation which are appropriate with the level of the role without changing the general character of the post. 
The post-holder may also be called upon to carry out duties that would not normally be associated with the post on a temporary basis where there is a strong organisational requirement for that to happen. The post-holder would be given appropriate training and equipment to carry out any duties of this kind. 
Key relationships 
This role forms part of the People Team. You will be managed by the Theatre Administration Manager. 
• Artistic and Executive Directors 
• Members of the Senior Leadership and Management teams 
• Board members 
• Staff groups, forums and trade unions as required 
• Key stakeholders: funders, co-producers, creative partners, etc. 
• Guests, freelancers, artists associates 
• VIPs and visitors of the executive 
• Providers, suppliers 
• Users of the theatre and the public 
Person specification 
You must have 
If you do not demonstrate that you meet all these criteria you may not be shortlisted. 
• Confidence and credibility to provide support to senior stakeholders, in the smooth running of diaries and administrative processes 
• Extensive experience of working with board level stakeholders and Directors 
• Proven experience of providing secretarial and administrative support for senior executives 
• Experienced in producing high quality board level minutes 
• Highly comfortable with promoting partnerships and collaborating with internal and external stakeholders 
• Ability to trouble-shoot and resolve issues and bring a sense of clarity and direction to complex situations 
• Be excellent at organising self and others 
• Able to manage conflicting demands and a busy workload 
• Experience in dealing with sensitive information 
• Able to manage multiple diaries 
• Excellent influencing skills 
• Knowledge and experience of the theatre sector 
• Excellent working knowledge of Microsoft Word: Powerpoint, Excel, Word and Outlook 
• Excellent communication and interpersonal skills 
It’d be great if you had 
If we need to choose between candidates who meet the essential criteria, we may take these factors into account. 
• Knowledge of The Rep 
• HR experience 
Terms & Conditions 
Period of work: This is a permanent role, subject to successful completion of a probationary period of 3 months 
Pay:  £27,259 dependant on experience; pro-rata if part-time. 
Hours: 39 hours per week, 5 days per week. Some evening and weekend work will be required.  We don’t encourage or expect over time, however, in the event that excessive over time is worked, this may be taken as time off in lieu to be agreed in advance with your line manager. 
Holidays: 20 days per year plus public holidays. The holiday year runs from 1 September to 31 August each year. 
Notice period: The notice period will be one month. 
Location of work: Your main place of work will be The Rep in Birmingham although some travel may be required within the UK 
Application Details
For more information about the role and to apply, please visit our website: 
Closing Date
12 September 2022
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