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Opportunities

Administrator/Executive PA

Do you absolutely love admin and systems? If so, apply to join a friendly, award-winning live music creative producer and talent development agency specialising in jazz, passionate about diversity, inclusion and equity in the arts…

Tomorrow’s Warriors is a leading creative producer, talent development agency, music educator and consultancy specialising in jazz. They have a track record of success over 28 years working nationally and internationally with some of the most exciting and diverse, emerging and established jazz artists in the UK. Artist alumni include Shabaka Hutchings/Sons Of Kemet, Soweto Kinch, Eska, Denys Baptiste, Binker & Moses, Nerija, Ezra Collective, Nubya Garcia and more.

They are seeking a confident, highly-organised, experienced Administrator/Executive PA with excellent practical and soft skills to provide first class support to the CEO and Senior Management Team. A key part of the role is supporting the CEO in your capacity as Executive PA, though you will also provide vital administrative support to the team and manage the office. You will be comfortable working in a busy, creative environment, be able to demonstrate a high level of integrity and confidentiality and be super-competent in administration.

This role requires someone who is thoroughly comfortable handling administration and systems. So, if this sounds like you, they would love to hear from you.

RESPONSIBILITIES

Executive PA support

  • Provide support to the Chief Executive Officer
  • Producing correspondence, presentations and reports
  • Proof reading and formatting documents
  • Diary and travel management
  • Coordinating meetings and taking minutes
  • Organising events to promote the organisation and facilitate fundraising
  • Assist CEO and SMT with coordination of both internal and external communications

Data Management

  • Database and mailing list management, including sourcing, planning, implementing and maintaining a new CRM database
  • Collect and analyse data to enable them to gain insight and report on their impact, and identify potential improvements
  • Collect Gift Aid declarations
  • Manage all GDPR and data security
  • Maintain TW’s registration with the Information Commissioner’s Office (data protection)
  • Communications
  • Work with designers to build a new website
  • Update website to ensure web visitors have access to up-to-date information
  • Writing, posting and sharing social media content
  • Manage TW’s online calendar

General Administration

  • Provide day-to-day support to the SMT and other team members
  • Be the first point of contact, dealing with phone and other enquiries, board members, support staff, visitors and other stakeholders as required
  • Use a range of office software, including, spreadsheets and databases, to ensure the efficient running of the office
  • Maintain or develop and implement administrative systems, including record management and document control in consultation with the CEO and COO
  • Coordinate IT/telecoms services and service providers and support the team in fault resolution

Site Maintenance / Management

  • Manage office leases, maintenance contracts, insurances and renewals
  • Liaise with landlord as appropriate

KNOWLEDGE, SKILLS, EXPERIENCE

  • At least 3 years’ experience of working closely (preferably as an executive assistant or administrator) with senior individuals in an arts/creative organisation
  • Excellent organisation, time management and information management experience
  • Experienced in negotiating with suppliers and service providers
  • Experience in minute-taking
  • Experience of CRM systems/database management and integrating data into business processes
  • Confident user of social media
  • Excellent interpersonal skills, able to manage relationships with a diverse range of stakeholders and personalities
  • IT-savvy and computer literate in all major packages, including the full suite of Office 365
  • A fan and supporter of music and the arts, especially jazz
  • Passion and enthusiasm for the organisation’s work supporting musical talent
  • Proactive with the ability to work effectively both independently – managing own workload effectively without direct supervision – and as part of a team
  • Demonstrate demonstrate high degree of confidentiality, discretion, initiative and tact
  • A good sense of humour

TO APPLY

  • Please follow this link to apply
  • In your application, state that you heard about this vacancy through the Creative Access website