Job Description

Job Overview:
The Secretary & Executive Assistant will offer comprehensive support to the Head of the Cultural Centre and Experiences & Events, managing administrative tasks and organizational functions. This position demands a proactive, detail-oriented professional who thrives in a dynamic cultural setting.
Key Responsibilities:
Executive Support:

• Maintain and manage the Heads schedule, appointments, and meetings.
• Arrange travel plans, itineraries, and accommodations.
• Prepare and refine correspondence, reports, presentations, and other documentation.
• Serve as the primary contact for internal and external communications on the Heads behalf.
• Handle confidential information with the utmost discretion.

Administrative Management:

• Ensure smooth office operations through effective administrative processes.
• Organize and maintain digital and physical filing systems.
• Oversee expense reports, invoices, and budgeting responsibilities.
• Monitor and ensure the completion of tasks and project milestones.

Event Coordination:

• Support the planning and execution of cultural events and experiences.
• Collaborate with artists, partners, and vendors on event logistics.
• Manage guest lists, RSVPs, and related event communications.

Project Support:

• Assist with cultural initiatives, exhibitions, and special projects.
• Conduct research and prepare briefing materials when necessary.

Stakeholder Management:

• Foster positive relationships with key stakeholders, partners, and team members.
• Professionally represent the Head in all interactions.

Team Management:

• Oversee the Heads direct reportees and team members.
• Promote effective communication and collaboration within the team.
• Monitor performance and provide constructive feedback for growth.
• Organize team activities and engagement initiatives.
• Maintain a database of all partners and ensure its accuracy.
• Coordinate activities with top management assistants.

Qualifications and Skills:

• Bachelors degree in business administration, Arts Management, Communications, or related field.
• At least 5 years of experience in a similar executive assistant or secretarial role, ideally in the cultural, arts, or events sector.
• Exceptional organizational, multitasking, and communication skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Independent, team-oriented, and culturally sensitive.

Key Competencies:

• Proactive and resourceful problem-solving capabilities.
• High attention to detail and accuracy.
• Strong interpersonal skills with a professional demeanor.
• Ability to manage multiple tasks and priorities effectively.