Administrative & Executive Assistant

Salary: £22,500 per annum

Sheffield DocFset is looking for an Administrative & Executive Assistant to join their team on a permanent basis.

About the role

The Administrative & Executive Assistant is a permanent role in the festival team, providing a pivotal function as the first port of call for everything related to the Managing Director and Creative Director’s schedule and diary.

The post-holder is also responsible for coordinating the day-to-day office operations, assisting with HR and financial procedures, and administering regular business planning and Trustee meetings and events. With solid administrative skills and a keen eye for detail, this role offers insight into the workings of an international cultural organisation, with a varied workload across many departmental functions.

Hours: 37.5 hours per week. During the festival, longer hours are to be expected.
Contract: Permanent

Key responsibilities

Directors’ Assistance

• Oversee the Managing Director and Creative Directors diary, including scheduling meetings with internal and external stakeholders and keeping the diary up to date with all the required information
• Arrange the Managing Directors’ and Creative Directors travel arrangements, booking national and international travel and accommodation for meetings, festivals and events
• Assist with arranging and minuting cross-team meetings on behalf of the Managing Director and Creative Director where requested
• Assist with producing and collating presentational materials and reports on behalf of the Managing Director and Creative Director for meetings with external stakeholders
• Support the Managing Director and Creative Director with the international festival and events arrangements

Board administrative support

• Provide a point of communication for the Board of Trustees, issuing the agendas, collating and circulating board papers, accepting apologies, taking and issuing the minutes and updating relevant records
• Administrate and maintain Charity information
• Support with any travel arrangements for the Chair of the Board of Trustees for Sheffield DocFest meetings, liaising with the Chair’s Executive Assistant
• Arrange meeting rooms (virtual and in-person) for the board meetings and other key meetings
• Issue invitations and agendas to the Advisory Committee, arranging venues and catering, and updating the relevant records
• Update the Staff and Trustee pages of the website as necessary

Festival delivery

• Manage the delegate centre ‘info desk’ during peak festival hours, directing delegates to information sources and overseeing info desk volunteers
• Support partnerships team to coordinate the festival Trustee, VIP and Supporters dinner
• Draft and oversee the schedule for the Chair and Managing Director over the festival period
• Support the Managing Director and Creative Director over the festival period with for example; diary and meeting support, support at networking events, partnership meetings/tours etc
• Support key events such as the festival press launch, festival stakeholder events, coordinating RSVPs and managing guest lists

Team support

• Liaise with the Finance team to assist with team travel and meeting expenditure, arranging expense reconciliations within Charity policy
• Coordinate meeting room and off-site catering bookings for key planning events such as Debrief Day and festival Planning Days and assist HR with the organising of key staff social events
• With the operations team, take responsibility for maintaining a clean and tidy office and kitchen space
• Undertake first aid training as part of the festival first aid team
• Administrate cross-team meetings taking minutes and following up on action points as and when requested
• Update and track the team’s international travel on both the website and internal tracker
• Support the Head of HR & Participation with the administration of HR processes i.e. recruitment process by preparing application packs; responding to enquiries, collating applications; scheduling performance reviews
• File and update all HR documents
• Liaise with the Head of HR & Participation and Operations Coordinator on the induction for new starters and their system requirements
• Alongside Operations Coordinator induct all new starters
• Assist Head of HR & Participation work on the Festival Assistant programme, including establishing and maintaining relations with Festival Assistant partners, attending open days recruiting, briefing, day-to-day point of contact for tasks
• First point of contact for office maintenance and organisation, including seating and IT arrangements, phones, stationary and kitchen supplies, Google Suite accounts, general tidiness

Additional

• Answer phones and direct enquiries to the relevant team
• Respond to internal and external queries via email and on Google Chat
• Oversee tasks allocated to Festival Assistants within your team
• Actively promote and support diversity and inclusion in all Sheffield DocFests activities
• Adhere to Sheffield Doc Fest health & safety policy
• Adhere to and actively participate in how Sheffield DocFest delivers on our commitment to the environmental policy
• Ensure all data stored is GDPR-compliant
• Be an ambassador for Sheffield DocFest and maintain a professional approach at all times
• Create and maintain good working relationships with all Sheffield DocFest colleagues

This is a non-exhaustive list of deliverables and from time to time, the postholder may be required to undertake other duties that may be reasonably required.

How to apply

Please visit our website to download the job pack and apply.

You are invited to apply for this role by submitting an up-to-date CV plus either:

(a) a covering letter (1 or 2 pages) that addresses the job description and criteria above;

or (b) a video letter (of up to 7 minutes in length), explaining what attracts you to the role and what you would bring to it.

If you have any questions or would like to discuss the role prior to applying please contact, Maria Stoneman, Head of HR & Participation at: recruitment@sheffdocfest.com

If you require further information (including requests for printed forms/access support), please contact us on 0114 276 5141 or email: recruitment@sheffdocfest.com

Interviews: Week commencing 19 August
Start date: 23 September

The closing date for this position is 07/08/2024 at 09:00