PLEASE NOTE WE CAN ONLY SHORTLIST APPLICATIONS RECIEVED DIRECTLY VIA OUR WEBSITE
https://theatreroyal.mystaffsavvy.com/apply/position/executive-assistant
This role exists to support Theatre Royal’s mission and strategy by contributing your skills, knowledge, and experience to deliver excellent outcomes for the organisation and our audiences.
While your key responsibilities are outlined below, our work evolves. We value flexibility and ask all colleagues to be willing to undertake reasonable duties within their skills and experience to help achieve our shared goals. You’ll also work in line with our policies, procedures, and legal requirements, including health and safety, safeguarding, and data protection.
To provide proactive, confidential and professional executive support to the Chief Executive, Executive leadership team and Trustees; facilitating the theatre’s leadership team, supporting governance and coordinating relationships to help deliver the organisation's artistic, cultural and strategic objectives. The role is a key liaison between the executive team, trustees, partners, artists and producers, funders and stakeholders to support the organisation’s strategic and cultural ambitions.
Key Responsibilities
Executive Support & Administration
- Manage and co-ordinate complex diaries, logistics, governance calendar planning, meetings and travel arrangements.
- Prepare agendas, reports, presentations and briefings for key executive meetings internally and externally.
- Produce accurate minutes of a high standard for meetings, monitor priorities and ensure actions are completed in a timely manner.
- Ensure confidential correspondence and information is handled with sensitivity and professionalism.
- Support the executive team with general administrative tasks, correspondence, research and high-standard document production and filing, ensuring a consistent approach across the theatre.
- Manage and control financial expenditure for the CEO office.
- Develop an understanding of the theatre/cultural sector, including the theatre’s impact and public engagement. Maintain and develop your own interest in the theatre’s creative programme, keeping aware and informed of plans and relationships.
Governance & Trustee Support
- Management of board relationships, overseeing Trustee relationships, communication and administration.
- Manage governance administration and compliance for the Trust and any subsidiaries, creating appropriate documentation, policies and records.
- Prepare and distribute board and committee meeting agendas, papers, and take accurate and high-quality minutes.
Stakeholder Management
- Act as a professional ambassador for the organisation.
- Build relationships with funders, government bodies, and cultural partners and support related administration requirements, including monitoring and completion of funding applications and agreements.
- Coordinate communications with stakeholders and act as a point of contact on behalf of the Executive Team.
Data and Digital Management
- Maintain and update internal systems, databases, records and report as required for governance and executive leadership, ensuring compliance with GDPR and confidentiality requirements.
- Use the theatre’s IT systems and software, ensuring proficient use to deliver administrative and operational effectiveness.
- Identify and manage areas for process improvement and efficiencies across digital and IT systems, communications and meetings.
Strategic & Project Support
- Assist with planning and delivering strategic initiatives and track progress against organisational objectives.
- Support and co-ordinate organisational projects, events and cultural programmes.
Duties as a Theatre Royal Team Member
- Carry out your role to a high standard, using your skills and knowledge to help achieve Theatre Royal’s goals.
- Work flexibly, adapting to changing priorities and supporting colleagues as needed.
- Follow all policies and procedures, including health and safety, safeguarding, and data protection.
- Report any concerns or incidents promptly and appropriately.
- Deliver excellent service to audiences, stakeholders, and colleagues.
- Actively engage with opportunities for learning and development.
- Contribute ideas and feedback to help improve our work and processes.
Person Specification
These criteria will be used in the shortlisting process. If you’re interested in the role, and have relevant experience, we encourage you to apply even if you don’t meet every requirement
- A proven ability to deal diplomatically, sensitively and discreetly with information which may be confidential
- Exceptional written and verbal communication skills
- Ability to organise work and prioritise effectively between multiple tasks, including last minute requests
- Experience working with senior stakeholders
- Ability to build strong relationships at all levels internally and externally
- Experience taking and transcribing minutes, drafting and editing written documents
- Ability to anticipate future needs, risks, and challenges through strong organisational awareness, taking proactive action to ensure seamless support and successful outcomes.
Pay: £34,125.00 per year
Work Location: In person
