Executive Assistant to Deputy CEO - International Art Gallery

This is a busy and very interesting role for an accomplished EA with top organisational skills to support this charming and uber busy Deputy CEO of a major international Art Gallery of high repute. Whilst a background in Art is not essential, top corporate and financial tracking/report reading skills are necessary to effectively lead this dynamic sector of the business.

C-suite level experience in a fast-paced and business-oriented role is essential for this position.

EA duties:

Being the first point of contact for the Deputy CEO.
Carrying out all EA duties in a discreet, diplomatic, and efficient manner.
Working exceptionally closely with the DCEO to anticipate their needs and help prioritize requests for time and attention from all areas of the business.
Proactive diary management, organization, document production, and travel arrangements.
Preparation for meetings, ensuring that the DCEO has all relevant documentation ready for pre-reading/saved in the relevant folders.
Preparation for the ExCo and OpCo board meetings, including arranging the meetings, taking minutes, collating, and sending around agendas, and ensuring subsequent actions are dealt with prior to the meeting.
Coordinate assets and resources for the Global Sales Committee.
Building trustworthy relationships among stakeholders, internal teams, and external contacts.
Put together presentations for the DCEO as and when required.
Approval of invoices and expenses.

Person Specification and requirements:

Experience: Proven track record as an Executive Assistant at Global C-suite level with business administration skills inclusive of Excel, PowerPoint, and presenting information in succinct and organized ways.
Skills: Exceptional organizational skills, meticulous attention to detail, and the ability to prioritize effectively under pressure.
Confidentiality: Discretion and an understanding of the importance of confidentiality in an executive setting.
Communication: Excellent verbal and written communication skills, high level of EQ.
Pragmatic thinker/solutions driven: Ability to understand and consider several perspectives, taking a pragmatic approach to developing appropriate solutions.
Personable: Builds relationships with colleagues easily and will represent the DCEO and her office in an appropriate manner. Ability to work collaboratively with the sales team and all of the DCEO's direct reports.
Business acumen: Numerate and financially literate, with an understanding of financial reports and data.

Set up appraisal meetings for the DCEO with their direct reports; ensuring documentation is complete before and after the appraisal.

Assist the DCEO with the people management of her team, acting as the gatekeeper for these direct reports whilst building and establishing relationships with the team to keep the DCEO briefed.

Oversee expenses approvals for direct reports on behalf of the DCEO. Manage regular catch-ups with direct reports.

Support annual Budget & performance tracking for DCEO teams:

Set up budget preparation meetings for each Department and Hub.
Ensure information is shared with the DCEO ahead of time.
Ensure regular reports are sent to the DCEO to track versus budget.
Set up quarterly departmental and regional reviews.
Work cross-departmentally to set up new reports.

Support global coordination for the sales teams:

Structure, diarize, and organize required global sales team reviews for the DCEO, ensuring any preparatory documents have been prepared and the DCEO is fully briefed.

Assist the DCEO and the sales management team in setting up the operating framework and goals for the sales and commercial departments:

Support implementation of new processes and decision matrices.
Prepare reports/templates that will be beneficial to the management of the sales team.
Support implementation of changes to ensure smooth running of the sales and commercial departments, drafting communication and briefing around changes.
Work closely with the DCEO, the commercial team, and the regional sales management team to identify areas that require global consistency in policies and guidelines.
Support global travel coordination – work with regional sales management teams to ensure team coordination and flag decisions to the DCEO.

This is a pivotal role for the Gallery, and your business acumen and financial reporting skills will be evident in your CV.

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Leaman Consulting Limited jobs

EA Deputy CEO (Art Gallery)