Executive Assistant to Deputy CEO - International Art Gallery
Art Gallery background not essential but degree standard is
EA duties:
- Being the first point of contact for the Deputy CEO.
- Carrying out all EA duties in a discreet, diplomatic, and efficient manner.
- Working exceptionally closely with the DCEO to anticipate their needs and be able to help prioritise requests for time and attention from all areas of the business.
- Proactive diary management, organisation, document production and travel arrangements.
- Preparation for meetings, ensuring that the DCEO has all relevant documentation ready for pre-reading/saved in the relevant folders.
- Preparation for the ExCo and OpCo board meetings, including arranging the meetings, taking minutes, collating, and sending around agendas and ensuring subsequent actions are dealt with prior to the meeting.
- Coordinate assets and resources for the Global Sales Committee.
- Building trustworthy relationships among stakeholders, internal teams, and external contacts.
- Put together presentations for the DCEO as and when required.
- Approval of invoices and expenses
Person Specification and requirements:
- Experience: Proven track record as an Executive Assistant at Global C-suite level with business administration skills inclusive of Excel, PowerPoint and presenting information in succinct and organised ways.
- Skills: Exceptional organisational skills, meticulous attention to detail, and the ability to prioritise effectively under pressure.
- Confidentiality: Discretion and an understanding of the importance of confidentiality in an executive setting.
- Communication: Excellent verbal and written communication skills, high level of EQ.
- Pragmatic thinker/solutions driven: ability to understand and consider several perspectives, take a pragmatic approach to developing appropriate solutions.
- Personable: Builds relationships with colleagues easily and will represent the DCEO and her office in an appropriate manner. Ability to work collaboratively with the sales team and all of the DCEO direct reports.
- Business acumen, numerate and financially literate: Understanding of financial reports and data. Process driven individual.
- Mapping direct report holidays/ ensuring coverage
- Set up appraisal meetings for the DCEO with their direct reports; ensuring documentation is complete before and after the appraisal.
- Assist the DCEO with the people management of her team, acting as the gatekeeper for these direct reports whilst building and establishing relationships with the team to keep DCEO briefed.
- Oversee expenses approvals for direct reports on behalf of DCEO
- Manage regular catch up with Direct reports
Support annual Budget & performance tracking for DCEO teams
- Set up budget preparation meetings for each Departments and Hubs
o Ensure information is shared with DCEO ahead
- Ensure regular reports getting to DCEO to track versus budget
o Set up quarterly departmental and regional reviews
o Work cross departmentally to set up new reports
Support global coordination for the sales teams
Structure, diarize and organise required global sales team reviews for the DCEO, ensuring an
preparatory documents have been prepared and the DCEO is fully briefed.
Assist the DCEO and the sales management team in setting up the operating framework and goals for the sales and commercial departments
- support implementation of new processes, decision matrixes
- prepare reports/templates that will be beneficial to the managements of the sales team.
- Support implementation of changes to ensure smooth running of the sales and commercial departments, drafting communication and briefing around changes etc
- Work closely with DCEO, the commercial team, and the regional sales management team to identify area that require global consistency in policies and guidelines.
- Support Global travel coordination - work with regional sales management teams to ensure team coordination / flag decision to DCEO