Executive Assistant – Museum

HOURS: This is a part-time role, hours to be worked as below:

• 4 days per week – Monday – Thursday

• 4 hours per day – Flexible

1. Job Description

The Jewish Museum London has undergone significant transformation over the past two years, moving from its Camden site to a Museum without Walls model. The opening of Two Rooms by Jewish Museum London at JW3, together with a recent £1 million grant from the Department for Culture, Media and Sport (DCMS), marks an important new chapter in the Museum's development. We are seeking an experienced Executive Assistant to provide exceptional administrative, organisational and governance support to the CEO and Senior Leadership Team.

The Executive Assistant will support the CEO, Director of Operations and Director of Development, ensuring the smooth running of the Senior Leadership Team. This role requires excellent judgement, discretion, organisation and attention to detail, together with the ability to build positive relationships with Trustees, donors, funders and external stakeholders.

2. Main Duties & Responsibilities

Executive Support

• Provide proactive, confidential executive support to the CEO, Director of Operations and Director of Development and other Senior Leadership team members

• Manage complex diaries, appointments and meeting schedules.

• Manage email inboxes as required.

• Prepare correspondence, reports, presentations and briefing papers.

• Draft donor thank-you letters and stakeholder correspondence.

• Arrange travel, accommodation and meeting logistics.

Governance & Board Administration

• Prepare, compile and distribute Board and Committee meeting packs.

• Prepare agendas with the CEO

• Track actions arising from meetings.

Development & Research Support

• Prepare donor acknowledgements and thank-you letters.

• Support the preparation of fundraising proposals, presentations and donor reports.

• Support stewardship activities and fundraising administration.

• Assist with donor meeting papers and presentations.

• Maintain accurate and confidential donor records in the Museum's Client RelationshipManangement (Raisers Edge)

Administration & Projects

• Prepare and format Board papers, reports and presentations.

• Coordinate Senior Leadership Team meetings and away days.

• Maintain electronic filing systems and document control.

• Proofread and professionally format documents.

• Support organisational projects and strategic priorities.

• Undertake additional administrative duties as required.

Event Coordination

Supporting the Director of Operations and Events

• Provide administrative support for the planning and delivery of Museum events, including donor events, exhibition launches, fundraising events

• Coordinate event logistics, including invitations, guest lists, RSVPs, venue liaison, catering and event materials.

• Assist with on-the-day event coordination where required.

• Support post-event administration, including follow-up correspondence, thank-you letters and evaluation.

Support you will have in place

• Regular meetings with SLT

• General support from the wider Museum team

• Training in all Museum systems

• CPD sessions

• Training in Museum policies and practices

4. Person specification

The below experience, knowledge and skills have been identified as key to this post. We recognise that applicants may not possess every item on this specification.

Essential

• Experience as an Executive Assistant, Personal Assistant or senior administrator supporting senior leaders.

• Experience supporting Boards or Committees, including agendas, Board packs andminute taking.

• Excellent organisational skills and attention to detail.

• Outstanding written and verbal communication skills.

• Ability to manage confidential information with discretion.

• Strong relationship-building skills with Trustees, donors and stakeholders.

• Ability to manage competing priorities and work independently.

IT Skills

• Microsoft Outlook

• Microsoft Word

• Microsoft Excel

• Microsoft PowerPoint

• Adobe Acrobat

• Microsoft Teams and Microsoft 365

• Ability to learn CRM and organisational systems quickly

Desirable

• Experience in the charity, museum or cultural sector.

• Experience supporting fundraising or development teams.

• Experience with CRM/database systems.

• Knowledge of charity governance.

For more information about the role, or to receive a personal recommendation, please contact our recruitment team. Melissa – melissa@theworkavenue.org.uk or Yael – yb@theworkavenue.org.uk

Code: J-02