Executive Assistant, part time, 2.5 days per week, hybrid role
Reports to: Chief Executive Officer, but liaising closely with the rest of the team
Location:Mostly remote working, with one day per week in Music Masters’ office (Kennington, London SE11)
Hours:This is a part-time role initially for 2.5 days week, arranged flexibly across a minimum of 4 days a week. We encourage and support flexible working.
Salary: £25,500 - £27,882 (pro rata) dependent on experience
Pension: Contributory Pension incl. 5% employer contribution
Benefits: 20 days annual leave + bank holidays (pro rata), plus 3-4 days’ office closure between Christmas & New Year, and Employee Assistance Programme
Start date: As soon as possible
Application Deadline: Wednesday 3rd August 2022, 5pm
About the Role
Music Masters is recruiting an Executive Assistant. This position offers a unique opportunity to join one of the UK’s most enterprising music education organisations, as we prepare to launch our next strategy and widen our impact on a national scale.
The Executive Assistant will provide an essential role alongside the Chief Executive, supporting the smooth running of this busy and ambitious organisation, with a wide and varied range of tasks from diary coordination to project administration. They will also be a direct link between the office team and external stakeholders and partners.
While no two days are the same, an idea of tasks undertaken by the post-holder is as follows:
Executive Assistant Tasks
- Executive diary management and support, particularly with Music Masters Board and committee members and external partners, including creating agendas, research ahead of meetings, booking venues and coordinating large meetings offline and online, and occasional attendance / minute-taking at / and report writing following meetings
- Governance support including onboarding new trustees, applying for DBS checks, and arranging training as appropriate
- Co-ordinating trustee, partner and occasionally donor engagement with Music Masters activities, including creating schedules for school visits and event attendance
- Support Chief Executive and Senior Team’s logistics, which may include travel arrangements and accommodation booking for work trips, and processing expenses
- Ad-hoc project support, including with the administration of I’M IN – our Inclusive Music Index
- Supporting with legal and compliance matters
- First point of contact for visitors in the office
- Fielding queries from the general public and optimising our communications system
- Ensuring a pleasant working environment within the office
- Liaising with IT support to resolve issues or activate software updates as necessary
- Maintaining our electronic filing system, ensuring records, processes and software are up to date, efficient and in good working order
- Updating and supporting compliance with the staff handbook
- Ordering and maintaining adequate levels of office supplies and equipment, including tech
- Supporting data protection compliance and processes
- Overseeing and optimising insurance and utility accounts
- Premises management – main point of contact, liaising with cleaning and maintenance staff, landlord and others
- Project / contractor / membership administration, including processing contracts
- Distribution of post within the team and posting items as needed
- Keeping our health and safety policy updated and implemented including tasks such as creating or updating risk assessments, arranging PAT testing and ensuring a safe working environment
- Helping to coordinate media interviews and appearances as and when they arise
- Co-ordinating team wide and social activities, including away days, birthdays, and social events
- Supporting with petty cash distribution when necessary
- Supporting with social media
- Attendance at events, workshops, concerts, training, meetings, conferences and other activities in representation of Music Masters as appropriate
- Being an advocate for and an example of Music Masters’ core values of excellence and inclusion.
- Undertaking other projects and duties as may reasonably be required by Music Masters
Who are we looking for?
Music Masters is a warm and inclusive team of professionals who are passionate about delivering the very best outcomes for everyone connected to the charity. We are looking for an engaging, motivated individual who shares our values of inclusion and excellence, believes in the power of music for children and young people and wants to use their skills to make a difference in the world.
We believe that diverse teams perform better, and as such are committed to bringing people of all backgrounds into our team to create a genuinely inclusive workplace where everyone can thrive. We are actively recruiting amongst two groups that are under-represented in our sector: those with a disability and those with African, Caribbean or Asian heritage. Candidates who identify with either of these groups and meet the minimum criteria for the role will be guaranteed an interview.
Personal qualities and skills required for success
The successful candidate will be highly efficient, will enjoy creating and working in an orderly environment, will be friendly and warm, able to collaborate well with colleagues and will be motivated by the social agenda of the charity, sharing the organisation-wide values of inclusion and excellence.
The successful candidate will have the following qualities and skills:
- Strong interpersonal skills, with evidence of having worked closely and effectively with a range of senior stakeholders
- Clear and confident written communication skills
- Able to follow (and design, where necessary) clear work processes and support others to do so
- Strong organisational skills, including the ability to coordinate projects to fixed timelines, delivered to the highest quality, and with a proactive approach in terms of identifying, communicating, and addressing potential delays or issues
- Confident and proficient with standard MS office programmes including Word and Excel
- Adept at learning new skills
- Ability to take initiative and think creatively
- An eye for detail
- The ability to prioritise tasks, working independently for much of the time.
- A good understanding and practical knowledge of GDPR and data protection.
For a full Job Description/Specification and to make an application please visit our site by clicking the "APPLY" button