Communications and Creative Administrator

Job Title: Part Time Communications/Creative Administrator

Department: Creative and Communications

Contract: Part Time, Temporary, 4 days a week.

Salary: £30,088/pa

Location: London, mainly in office.

Role Information: 4 days/week (2 with Comms & 2 with Creative) onsite but it may be fine on occasion to work from home

Required: CV

Role Summary:

The Communications and Creative Administrator post sits as a shared role within the busy Communications and Creative departments. This role provides administrative support to both teams to ensure the efficient operation of the departments. The Communications and Creative Administrator role is to provide full administrative support to the departments and to the Head and Deputy Head of Communications and the Head and Deputy Head of Design and Brand, including diary management, processing expenses claims, making travel arrangements, arranging meetings and booking rooms.

Responsibilities

• Diary and meeting management, sending meeting requests, organising room bookings and required AV; taking minutes; compiling reports and helping prepare presentations.
• Processing departmental invoices, purchase orders and expenses claims; keeping department budgets up to date in liaison with Heads.
• Assisting in the creation of spreadsheets and PowerPoints for presentations.
• Assisting with the input of Asana tasks for Creative team
• Completing contractor booking forms.
• Assisting key team members in the daily tasks associated with running multiple campaigns.
• Be central to information sharing across the Communications team and with related teams across the organisation.
• Working with the Marketing, Press and Social teams on asset briefing, and the occasional execution of digital marketing campaigns (under the guidance of the Senior Ordering and maintaining departmental stationery and supplies.
• Acting as first point of contact, including for outside enquirers.
• Effective management of Heads’ diaries and other arrangements
• Assist in the creation of spreadsheets and PowerPoints for presentations.
• Setting up of meetings, ensuring papers and minutes circulated on time
• Complete contractor booking forms in advance and accompany contractors on site when required Coordinate the tactical collateral for smaller campaigns such as Take One Picture and free exhibitions – in collaboration with colleagues across the department.
• Assist with marketing, press and social media events.
• Assist in building of paid social campaigns in collaboration with Marketing Execs and Senior Digital Marketing Manager.
• Compiling of weekly Comms department reports and Trustee press cuttings, as directed by team Managers.
• Managing the Comms and Creative departments inboxes.
• Assist in FOH poster/screen management in collaboration with Marketing Execs.
• Supporting the department with day-to-day enquiries from media, individuals and other organisations such as providing images, press releases and other information.
• Assist keeping the press digital image library up to date.
• Ensuring departments’ Sharepoint site is up to date; assist in ensuring all assets are uploaded to the relevant SharePoint internal team folders.
• Liaise with film crews as required – including assisting in research, producing schedules, arranging parking and PAT testing, preparing contract sheets, liaising with NGC Picture Library and ARTIFAX and art handler diaries, generally carrying out all administrative duties associated with the organisation of these activities.
• To assist in ensuring all press launches and press views are in the Clash Chart.
• Help maintain the various contact lists and media database system, ensuring they are regularly kept up to date.
• As and when required, supporting the compilation and circulation of the daily press cuttings.
• Assisting with organisation of Internal Communications events and meetings scheduling

Essential Skills:

This must be the essential minimum entry level without which the job cannot be performed. Any applicant who does not meet this will not be shortlisted.

• High level of computer literacy and thorough knowledge and experience of using Microsoft Word, Excel, Outlook and Powerpoint.
• Strong communication skills when giving and receiving financial information
• Excellent organisational skills
• Ability to work as part of a team and independently
• Able to prioritise and work to tight deadlines
• Ability to work on multiple projects simultaneously
• Accurate, clear written and spoken English to ensure clarity of understanding.
• Demonstrable use of administrative skills (e.g. accurate and timely data input, document production, scanning, filing and record keeping).
• Flexible approach to work (in case of evening or weekend work required)
• Effective communicator, with the ability to inspire confidence and establish rapport with a wide range of contacts

Desirable

• Experience of working within a Communications team and/or design team.
• Worked within the Arts, Membership/Charity sector

Please email with your CV attached if you are interested and meet the key requirements of this role.

We practice a diverse and inclusive recruitment process that ensures equal opportunity for all we work with, irrespective of race, sexual orientation, mental or physical disability, age or gender. As an organisation, we encourage applications from all backgrounds and will ensure measures are met when required, to allow a fair process throughout.