Executive Assistant to the Director

Executive Support to the Director
• Proactively manage the Director's complex and evolving diary, exercising judgement in prioritising requests, resolving scheduling conflicts and ensuring appropriate preparation for meetings and appointments.
• Ensure the Director is fully briefed for meetings, providing relevant papers, background information, contact details and travel arrangements as required.
• Manage correspondence for the Director, including reviewing and prioritising incoming post and email, drafting responses and ensuring appropriate follow-up.
• Serve as a key point of contact for the Director, dealing professionally and sensitively with enquiries from colleagues, Trustees, government and public bodies, funders, donors and other external contacts.
• Maintain accurate records of the Director's contacts, meetings and key stakeholder relationships within the Collection's CRM (Microsoft Dynamics).
• Maintain appropriate systems for filing and managing confidential information and documentation.
• Manage the Director's expenses and other administrative requirements.

Coordination & Support for Senior Management
• Provide administrative and coordination support to the Senior Management Team, including diary support and the organisation of meetings as required.
• Coordinate the Collection's programme of regular institutional meetings, including all-staff, Heads of Department meetings and ad-hoc project steering groups, ensuring agendas, papers and follow-up actions are prepared and circulated appropriately.
• Ensure members of the SMT are appropriately briefed and have the information and documentation required for meetings.
• Act as a key point of contact between the Director's Office and departments across the Collection, ensuring information and requests are communicated effectively and followed up where necessary.

Board and Governance
• Coordinate the preparation and administration of quarterly meetings of the Board of Trustees, including scheduling, agendas, papers, meeting rooms, refreshments and follow-up actions.
• Act as a key point of contact between the Chair, Trustees, the Director, SMT and colleagues across the Collection.
• Coordinate the collation, editing and production of quarterly reports and papers for the Board, working with departments across the Collection and the Director's Office to ensure materials are accurate, complete and delivered to agreed deadlines. Coordinate and support meetings of Board committees including the Audit & Risk Assurance Committee, Investment Committee and Building Committee.
• Provide administrative and coordination support to the Wallace Development Committee and other external advisory or fundraising groups as required.
• Attend relevant governance meetings and take accurate minutes, including meetings of the Board of Trustees and the Audit & Risk Assurance Committee.
• Circulate minutes for review and approval, maintain records of agreed actions and monitor follow-up as required.
• Maintain accurate records relating to the Board and its committees and ensure relevant governance information on the Collection's website is kept up to date.
• Support the induction of new Trustees by preparing relevant materials and coordinating induction meetings and briefings.

Development Events
• Provide practical and administrative support to the Development Office for selected donor, supporter and stakeholder events, including early morning previews, private visits, daytime tours and evening events.
• Coordinate and maintain the Director's contact and guest lists, working with the Development Office and other colleagues as appropriate for invitations and managing RSVPs.
• Support the preparation of guest information and other materials for events involving the Director and senior colleagues.

Museum Website: https://www.wallacecollection.org/about-us/join-team/