Administrator and PA to the Directors Job Description

Administrator and PA to the Directors – Job Description

Principal Objectives

To provide administrative support to the Executive Director, Artistic Directors, General Manager and the Development & Marketing Manager in all aspects of Cheek by Jowl’s work.

Administration

·  PA support to Executive and Artistic Directors, including diary management, arranging meetings including preparing meeting rooms, and answering correspondence;

·  Research and book travel arrangements, and compile itineraries for extensive UK and international travel for the Artistic Directors, and Executive Director;

·  Act as first port of call for all enquiries into the organisation;

·  Provide administrative support for all Cheek by Jowl activities: office running, UK and international tours, artist development, fundraising management, marketing and archive;

·  Administer all Board meetings: including management of scheduling, attendance, making travel arrangements, timely circulation of papers and minuting meetings;

·  Maintain and manage office and invitation databases, and collate RSVPs to events;

Office Management

·  Management of Cheek by Jowl office to ensure smooth and efficient operation;

·  Manage IT systems and support services, and be responsible for IT trouble shooting including Blackberry support for Artistic Directors;

·  Manage effective online and paper filing systems;

·  Ensure adequate supplies of stationery and office equipment;

·  Manage office budget and IT budget;

·  Keep the office tidy and presentable and ensure that it is stocked with daily essentials such as water, tea, coffee etc

Finance

·  Code and process all incoming and outgoing payments in liaison with the Bookkeeper;

·  Ensure that payments are made in a timely fashion and, where appropriate, ensure remittance is issued;

·  Ensure that Cheek by Jowl’s invoices are paid promptly and, where appropriate, chase payment;

·  Issue and manage office petty cash and oversee tour petty cash receipts;

·  Issue payslips and other payroll correspondence to company members, as advised by the Bookkeeper/General Manager;

Marketing and Fundraising Administration

·  Assist on all marketing campaigns including direct mail, production of images, copy, print, web and e-marketing; supplying image and copy to venues when requested as advised by the Fundraising & Marketing Manager;

·  Help manage and update social networking sites;

·  Help monitor and supply website content including managing the relationship with web designers and web hosts;

·  Manage, update and ensure effective use of marketing/fundraising databases;

·  Specific fundraising administration including servicing friends, patrons and benefactors schemes;

·  Assist with the organisation of fundraising events;

Press

·  Act as first point of contact for press enquiries/interview requests relating to Artistic Directors;

·  Assist Development & Marketing Manager in administration of any other press commitments relating to touring company more generally;

Participation

·  Organise and manage delivery of UK participation programme, including participation workshops and pre-show talks for touring productions in liaison with the General Manager;

·  Act as first point of contact for, and liaise with, venues and workshop leader(s) regarding workshop timing and logistics;

·  Ensure payment for the above in line with CBJ policy and the specific requirements of the Artistic Directors;

·  Support Development & Marketing Manager in ensuring CBJ schools policy applied at UK venues;

Programmes & Merchandise

·  Coordinate delivery of UK programme for touring venues, proofing content alongside Development & Marketing Manager

·  Help manage provision of any additional CBJ merchandise available on tour e.g. The Actor & the Target (in collaboration with Nick Hern Books) and/or playtexts alongside Development & Marketing Manager.

Rehearsals

·  Provide administrative and logistical support to the General Manager & Company Manager in the lead-up to rehearsals

·  Act as main point of contact for rehearsal room administration

Other

·  Other activity as may be reasonably required by Artistic Directors / Executive Director.

·  Responsible to Executive Director & Artistic Directors

·  Normal working hours Monday - Friday / 10am - 6pm based at Barbican; weekend and evening contact from Artistic Directors to be expected in relation to their diaries, especially when travelling.

Cheek by Jowl Structure

Executive: Artistic Directors – working out of the office

Executive Director – in office Monday - Thursday

Core Staff: General Manager

Development & Marketing Manager

Archive, Education & Marketing Officer

Administrator and PA to the Directors

Freelancers: Bookkeeper - 20hrs per month from CBJ office

Marketing/Fundraising Consultants- from own office until August

Designer – from own office

Press Agent - from own office

Website Host – from own office

Casting Director – from own office

Person Specification

Essential

·  Excellent interpersonal skills

·  Strong administrative and organisational skills including prioritisation

·  Ability to support, and work with, a small team in a pressurised environment

·  Ability to manage own workload and work independently

·  Confidence and competence in communicating arrangements with Artists, pre-empting busy periods and reacting flexibly to frequent change

·  At least one year’s experience of office-based arts administration

·  High level of IT literacy (MS office suite inc. Excel, Access, Publisher, mail merge process) and IT trouble-shooting

·  High level of numeracy and confidence dealing with figures

·  Proven interest in drama

Desirable

·  Experience of bookkeeping and basic accounting

·  Working knowledge of French, Spanish and/or Russian language

To apply

Send your CV and a letter detailing why you would like this job and why you think you are well suited to the position to:

or

Application for Administrator & PA to the Directors

FAO Beth Byrne, Executive Director

Cheek by Jowl Theatre Company

c/o Barbican

Silk Street

London EC2Y 8DS

Please also complete and return the Equal Opportunities form.

·  Deadline for Applications is midday on Monday 24 August 2015

·  Interviews to be held the week beginning September 2015

·  We require someone to start by the beginning of October 2015

·  We will only respond to those applicants short-listed for interview.

·  Cheek by Jowl is committed to equality of opportunity and welcomes applications from all backgrounds.

·  Reg Charity number: SCO 13544

Recruitment August 2015 Page | 1