Job Description

Executive Assistant to Finance Director

Department:Finance

Responsible to:Finance Director

Contract:Full time, permanent position Hours:40 hours per week from 10am to 6pm, Monday to Friday although additional hours will be necessary in order to fulfil the requirements of the post.

Location:The Old Vic, 103 The Cut, London, SE1 8NB

Salary:£25,000 - £27,000 depending on skills and qualifications

The Old Vic

The Old Vic is London’s independent not-for-profit theatre, a world leader in creativity and entertainment.

The Old Vic is mercurial: it can be transformed into a theatre in the round, a space for music and comedy, has played host to opera, dance, cinema, music hall, classical dramas, variety, clowns, big spectacles and novelty acts. It was the original home of the English National Opera, the Sadler’s Wells dance company and the National Theatre. It's also been a tavern, a college, a coffee house, a lecture hall and a meeting place.

All of this is now in the bones of the building and is as important a part of its open-armed, inclusive, welcoming personality as its grand historic decor and the iconic performances and famous productions it has housed. 

Today, Artistic Director Matthew Warchus is building on 200 years of creative adventure, with The Old Vic recently being hailed as London’s most eclectic and frequently electrifying theatre. Under his leadership, we aim to be a surprising, unpredictable, ground-breaking, rule-breaking, independent beacon of accessible, uplifting and unintimidating art.

We hold the belief that theatre needs to be cherished, supported and shared with as many people as possible. Our 1000 seats are yours from £10 a ticket. Our productions are diverse, adventurous, new, exciting. Our education and talent programmes allow students to explore and artists of tomorrow to create. Our building is open and alive, day and night. Our theatre is yours.

So, whether you’re looking for a comedy or new musical, a dramatic work or dance performance, a £10 preview, a late-night cocktail or a show you can watch together as a family, there is always something new to entertain at The Old Vic.

The team

The Finance Director is responsible for the overall financial strategy, health and management of The Old Vic group of companies, reporting to the Executive Director. The Executive Assistant plays a pivotal role in enabling the FD to use their time as efficiently and effectively as possible.

Purpose of job

· To support the Finance Director on a broad range of projects, both operational and strategic.

· To carry out efficient diary management for the Finance Director.

By the nature of the post, the post holder will work with all departments at The Old Vic as required, as well as with various external suppliers and stakeholders.

Areas of responsibility

Business Operations and Strategy

· Assisting the Finance Director with the financial section of Old Vic Group business plans and policies, procedures and strategies, providing updates on legal guidelines and requirements and research/benchmarking notes on industry best practice in relation to finance.

· Producing first drafts of business policies, memos and any other documents as requested.

Boards and Committees

· Assisting the Executive Assistant to the Executive Director where needed in arranging quarterly Board and Committee meetings and any other ad hoc meetings as required.

· Producing first drafts of meeting documentation/papers as required.

· As required, collating agenda and papers, circulating electronically and preparing hard copies for meetings.

· As required, ensuring space for meetings is booked well in advanced and that the space is set up appropriately with ICT requirements and refreshments before meetings begin.

· Taking minutes at Board meetings as required.

Administration

· Managing the Finance Director’s diary and running his schedule smoothly.

· Arranging appointments and meetings internally and externally.

· Briefing the Finance Director regularly on all appointments, events, diary requests and invitations received, and making strategic links between meetings and pre-advising on connections to be made.

· Attending meetings as requested by the Finance Director, keeping a record of actions arising and providing pro-active support in addressing those actions.

· Typing any letters, reports, notes and memoranda from dictation and written drafts.

· Assisting in and/or creating correspondence in all forms; audio/copy typing of agendas, minutes, reports, meeting schedules, ensuring that these are prepared in a timely and professional manner.

· Producing quality documents, including PowerPoint presentations and plans of work as needed.

· Replying to invitations on behalf of the Finance Director and making associated arrangements including travel and preparation time.

· Briefing the Finance Director on upcoming appointments and preparing any relevant materials in advance.

· Collating and binding documents as required.

· Demonstrating proficient use of ICT systems and other applications as required.

· Establishing, organising and maintaining the accurate and orderly upkeep of filing systems and archiving.

Finance team duties

· Performing all company secretarial duties across The Old Vic Group and keeping all relevant stakeholders informed of their responsibilities regarding this at all times.

· Administering access to the bank accounts

· Assisting the Management Accountants with supporting documents for audit preparation

· Drafting the annual Trustees’ report for inclusion in the yearend accounts

· Ensure the schedule of company details is kept up to date, including online logins, VAT info, Trustee profiles etc.

Projects

· Researching and drafting documents in support of key projects under the Finance Director’s leadership.

· Developing a broad understanding of each project, its objectives, timescales and restraints.

· Participating in communications with everyone within The Old Vic, attending and contributing to: internal meetings, events and workshops; and other related corporate activities as may be mutually agreed from time to time.

· Acting as the Finance Director’s “gatekeeper” on all matters related to projects, in order that external enquiries are dealt with efficiently.

General

· Addressing issues as they arise in the Finance Director’s absence.

· Representing The Old Vic Theatre Trust at events when required.

· Contributing proactively to activities that the Finance, Marketing and Sales teams may engage in.

· Carrying out any other duties as reasonably requested by the Directors.

· Maintaining a supportive team player approach at all times and being aware of changing priorities.

· Maintaining a presentable, professional image at all times.

· Complying with The Old Vic’s Equal Opportunities, Sustainability, Diversity, Health & Safety and all Staff Handbook policies at all times.

This is not an exhaustive list of duties and the Theatre's management may, at any time, allocate other tasks which are of a similar nature or level.

PERSON SPECIFICATION:

Our working culture at The Old Vic is open, informal, proactive and agile. As an organisation we prize creativity and the bravery to be led by that and we all bring passion and an entrepreneurial spirit to our roles. We work hard and take a can-do approach, whilst having as much fun as we possibly can in the process.

For this role, we are looking for a like-minded team player who is genuinely passionate about pursuing a career as an Executive Assistant within theatre in particular, which offers a completely unique and rewarding experience for an emerging EA professional. This role will provide an excellent opportunity to work with staff across all departments and to gain an understanding of how a Finance Executive works alongside each team to help them meet their objectives.

Ideally coming from a previous PA or EA role, preferably within the arts or charity sector and with a good understanding of the working objectives of a Theatre.

The Executive Assistant will be an exceptional communicator, extremely well-organised, smart and resilient, calm under pressure, enjoy being busy, be comfortable working in a non-conventional yet exciting environment and have a good sense of humour.  They will have excellent attention to detail and strong time management skills, be numerate and confident with all Microsoft packages, be able to deal with sensitive issues and confidential information with tact and diplomacy and be comfortable adapting to changing priorities.

The Old Vic is a truly inspiring place to work. This is a fantastic opportunity for the right person to join a landmark institution at an exciting time in its history and be part of its future.

The Old Vic is an equal opportunities employer. We welcome and encourage applicants from all backgrounds to apply.

The Old Vic Theatre Trust 2000 is a registered charity no. 1072590 Limited company registration no. 3667822 Registered offices: 103 The Cut, London SE1 8NB

The Old Vic Theatre Trust 2000 is a registered charity no. 1072590 Limited company registration no. 3667822 Registered offices: 103 The Cut, London SE1 8NB