Administrative Assistant, Arts, Culture & Heritage Office

Department: Arts, Culture & Heritage
Reports to: Chief of Staff - Arts, Culture & Heritage
Location: London

Role Overview

We are seeking a highly organized, detail-oriented and proactive Administrative Assistant to support the Arts, Culture & Heritage office. This role is pivotal in ensuring seamless day-to-day operations, with a strong emphasis on executive scheduling, travel coordination, expense management, and administrative excellence across the department.

Key Responsibilities

Executive Support

• Work under the direction of the Chief of Staff – Arts, Culture & Heritage to manage complex calendars, including scheduling internal and external meetings across time zones.
• Update, maintain and evolve the event invitation tracker.
• Ensure appropriate food and beverage provisions are available for scheduled meetings and executive gatherings.
• Make sure meetings are kept to time and that all preparatory materials have been gathered and communicated ahead of time.

Travel & Expenses

• Organise and plan detailed travel itineraries, including flights, accommodations, visas, and ground transport.
• Process expense reports in a timely and accurate manner, ensuring compliance with internal policies for the President of Arts, Culture & Heritage, as well as other team members.

Administrative Operations

• Proactively maintain contact databases, distribution lists, and shared team resources.
• Handle the mailing process for internal publications as well as Christmas gifting and cards.

Operational Excellence

• Ensure confidentiality and discretion in all matters related to the Arts, Culture & Heritage office.
• Collaborate with other assistants and departments to ensure alignment and continuity.
• Proactively identify and implement process improvements to enhance administrative workflows, especially by considering how AI could bring more efficiency.

Qualifications & Skills

• Exceptional organisational and time-management skills.
• Detail-orientation is paramount to succeed in this role.
• Proficiency in Microsoft Office Suite (especially PowerPoint and Excel), Concur Travel & Expenses, calendar management tools is key. A knowledge of AI uses will be a plus.
• Discretion, diplomacy, and a proactive mindset are essential.
• Strong adherence to business ethics and compliance policies.
• Proven experience in an administrative role.
• Strong written and verbal communication in English. Notions of French will be appreciated.
• Ability to build productive working relationships across all levels and teams, globally and locally