PA to Development Director

Job Description

PA to Director of Development,

Renowned Arts organisation, temporary role until the end of June 2025, £16.00-£17.00 plus holiday pay 

Our client, a renowned Arts organisation, requires a Personal Assistant to support the Director of Development. This is an onsite role and a great opportunity to work in a fast paced, dynamic and high profile environment.

Main duties of this Personal Assistant role are:

• Electronic diary management of meetings and calls, prioritising in line with the Director’s priorities
• Diary management for the Deputy Development Director 
• Manage incoming calls and email; respond on behalf of the Director. Escalate / delegate to colleagues, as appropriate
• Daily updates with Director regarding responses and scheduling
• Provide research on specific prospects and donors as directed by the Director
• Manage the Director’s internal and external commitments, ensuring appropriate papers are collated in advance and attending meetings as required
• Take minutes and write up reports when required
• Coordinate internal meetings
• Deliver Divisional meetings (in person and virtual)
• Organise presentation materials and room and AV bookings as needed
• Track donor meetings, collate briefings, manage correspondence, manage requests for international travel; act as first point of contact
• Process financial activity records for the Director – purchases, credit card reconciliations, expense claims and invoice payments
• Ensure office systems are kept up to date – follow records management procedure
• Prepare PowerPoint presentations and liaise with other Directors’ assistants
• Produce briefing packs including research about exhibitions and other cultural activities, for travel
• Process invitations for conferences, dinners etc, bringing to the Director’s attention regularly beings mindful of their demanding schedule
• Liaise with the Development Engagement & Events and Development Operations team, as well as the Foundation Trustees
• Record keeping of leave.
• Help to plan and deliver board meetings, including meeting administration and papers, and support governance, keeping updated records of new Foundation Trustees

Skills and Experience

• Solid secretarial experience in a complex and high profile organisation
• High level support to senior staff, including maintaining filing systems, filtering, and providing information, organising meetings and managing diaries
• Discretion and the ability to work with minimal supervision
• Excellent written communication skills with the ability to draft complex letters and reports
• Accuracy with a keen eye for detail – proof-reading skills
• A flexible and proactive approach
• Organised with the ability to prioritise a varied workload
• Works accurately under pressure 
• First class interpersonal skills with the ability to deal confidently and appropriately with individuals at the highest level
• Confident handling confidential and sensitive information
• Ability to work collaboratively
• Fast, accurate word-processing skills – Word, Excel, Outlook, PowerPoint
• Experience of using Customer Relationship Management (CRM) databases to record and manage supporter data and the ability to ensure best use of CRM systems within your team