Job: Director’s Assistant
The foundation seeks an experienced and dynamic Director’s Assistant, with excellent verbal and written communication skills (in English), a high level of computer literacy, along with administrative and organisational competence. As well as acting as personal assistant to the foundation’s Director/Curator, the successful candidate will undertake various ad-hoc duties where necessary to ensure the success of the foundation.
Parasol unit is looking for a highly committed individual who is flexible, reliable and discrete and has extensive experience working in a similar role as detailed in this document. The ideal candidate will have an excellent understanding and interest in the art world, a calm and methodical approach to their work, the ability to respect confidentiality with the upmost sincerity, the confidence to exercise initiative, work independently and under pressure. Above all will be someone who can work within a small and friendly team, have a sense of good spirit and most importantly be a team player.
Besides working with the Director/Curator, the position will also have close interaction with the Operations Manager, and Exhibitions team, and therefore will be required to multi-task across various departments while maintaining a high-standard of work for the Director/Curator at all times.
- coordinating the Director’s diary, booking meetings, preparing meeting room
- booking Director’s travel arrangements related to the foundation
- responding to e-mails, letters and telephone enquiries as directed
- preparing presentations for the Director when required
Administration and general duties
- supporting the Operations Manager in various administration matters as required, including preparation of the Board Packs and room for Board Meetings
- ordering general stationery, supplies and groceries for the office
- organising travel and accommodation for artists and other visitors when and if required
- acting as initial point of contact for general enquiries for the foundation and Director/Curator
- alternate with colleagues taking turns writing minutes for weekly office meetings
- assist with and work all private views and events as instructed
Skills and experience required
- respectful of and discretion with private and confidential information at all times
- a professional approach to work, demeanour and appearance
- a good understanding of the contemporary art world
- familiarity with working in a creative environment
- solid relevant experience working in a similar role in a fine art gallery/institution
- excellent administrative and organisational skills with precision and methodical and accurate approach to work, including the ability to prioritise multiple tasks while maintaining excellent attention to detail
- superior command of the English language and grammar (written, spoken and reading)
- a professional telephone manner
- proficiency with Microsoft Office programmes and Windows platform
- good numerical skills
- ability to deal tactfully and diplomatically with a wide range of people, including Trustees and Friends of Parasol unit, donors, sponsors, artists, lenders and external contractors, etc.
- ability to use initiative and think creatively
- ability to work effectively within a small team and meet tight deadlines
- highly motivated
- team player
Hours: full-time, five days per week, eight hours a day (9am-6pm, including 1 hour lunch break).
Flexibility and attendance is expected in respect of deadlines, exhibition installations, openings and events, with a minimum attendance of 10 Parasol unit events throughout each year. There is a requirement of working one or two Saturdays per month when exhibitions are on view. These will be compensated by the following Mondays.
Annual leave: 20 days p.a. plus public holidays. Holidays to be taken between May and August bank holidays, during the week before/after Christmas through the New Year bank holiday, and up to five days can be taken during the rest of the year. However, this should not be at critical times within a week before or after exhibition openings/major events, nor during the month of September. For every two years of service, one additional day of holiday will be added up to a maximum of 25 days p.a.
Salary: Competitive market salary, depending on experience.
Please send a completed application form and equal opportunities form (available to download from the Parasol unit website) to: firstname.lastname@example.org.
Applications are due by noon on the 14 December 2018. The first round of interviews will take place on the 3 and 4 January 2019. We aim to have the position filled by the 14 January 2019. (NB Due to the high number of applications, only successful candidates will be contacted about their application.)
20 November 2018
Do you have a passion for contemporary art and education? There are many rewarding opportunities for volunteers to engage in a direct and meaningful way with the delivery and development of the Education + Events Programme at Parasol unit.
From assisting with hands-on art workshops to welcoming visitors, volunteers develop professional and personal skills in a collaborative and supportive environment as well as gain free entry to events.
Contact email@example.com for more information or to discuss your interest in volunteering with the foundation.
The 2019 internship schedule is March – August 2019 and September – December 2019. Interviews will be conducted in February for March – August internship. Ideally our next intern will work Tuesday – Thursday or Tuesday – Friday. Please clearly state which period you are applying for on your application form.
In line with the foundation’s educational mission, we encourage high-calibre applicants preferably working towards or recently graduated with a master’s degree, and who are able to commit to volunteering either three or four days of their time per week; in return, the charity provides a small stipend to aid with lunch and transportation costs.
Voluntary internships at Parasol unit are an excellent way to gain experience and help with the “behind-the-scenes” administration of a not-for-profit contemporary fine art gallery and educational charity. This is an integrated role within the foundation by which we support learning and professional development. All voluntary internships will include exposure to and working closely with staff across all departments.
To apply, please download and complete the application form at the bottom of on this page and send it along with a PDF of your CV to firstname.lastname@example.org.
Polite notice: thank you for understanding that due to the high number of applications we receive, only successful applicants will receive a response.