Careers and Vacancies - Birmingham Rep
Executive Assistant



Job Title:                                             Executive Assistant

Department:                                      Arts Team

Who you report to:                         Executive Director

Who reports to you:                       NA

Salary:                                                  £20,503.08 (Officer Grade 1)

Probation Period:                            3 month

Holiday entitlement:                     20 rising to 25 days + public holidays



The Executive Assistant works to provide full administrative and secretarial support to the Executive and Artistic Director; to ensure smooth management of their day-to-day affairs and effective use of their time.

Key Duties:

=         Manage Directors’ electronic diaries, assessing priorities and reallocating as necessary

=         Manage Directors’ travel, accommodation and meeting arrangements, accounting accurately to budgets

=         Process Directors’ correspondence, ensuring that incoming correspondence is dealt with by the Directors/or on behalf of the Directors, or other staff as appropriate

=         Undertake desk research and take subsequent action - chasing responses, communicating with stakeholders and informing departments

=         Produce documents, briefing papers, reports and presentations

=         Manage arrangements for Board and Sub-Committee meetings, including production and distribution of agenda and papers and minutes

=         Meet and greet visitors at all levels of seniority

=         Actively engage with the Arts Team to contribute to and consider developments in programming and policy

=         Support and promote all company policy, with specific attention to Equality & Diversity, Customer Care, Safeguarding, Health & Safety and Data Protection

=         Any other duties as may reasonably be required by the Directors

Previous Experience:

=         Experience of working as a personal assistant or secretary essential

=         Experience of electronic diary management

=         Experience of working within the  Arts sector

=         Good IT, budgeting  & presentational skills are essential

=         MS Office experience is essential


Personal attitudes:

=         Positive, proactive, self-motivated and flexible approach

=         Exceptional interpersonal and communication skills

=         Diplomatic and tactful

=         Genuine interest in the Arts

=         Able to manage time effectively and plan and organise own work

=         Ability to cope with demanding work

=         Able to carry out work under pressure and maintain good humour and diplomacy

=         A desire to learn and develop

=         Be able to show initiative and resilience when dealing with change



The REP uses a competency framework to describe the abilities and personal attributes that are displayed by people who are successful in this particular position.  We use the framework during selection, performance appraisals and change management processes.


=         Achieving Results – actively contributes to organisational success at various levels

=         Ability To Work On Own Initiative – responds to challenges and takes responsibility

=         Communication – ensures good flow of relevant information to create mutual understanding

=         Interpersonal skills – actively communicates through listening and understanding

=         Planning and Organising – plans, schedules and prioritises tasks to deliver a programme

=         Relationships at Work- develops productive relationships across the organisation

=         Safety Orientation – actively considers the safety and wellbeing of self, customers and staff





Arts Team


£20,503.08 (OfficerGrade1)

Closing Date

Sun, 17 Nov 2019

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