Executive Assistant

Job Title  Executive Assistant
Reports To Principal
Working Pattern  Full Time ( 40 hours per week)
Salary  £32,000 -£35,000 depending on experience

ArtsEd is committed to safeguarding and promoting the welfare of children and young people; all staff and volunteers must share this commitment

Summary of  the Role 

The Executive Assistant will provide a confidential administrative service to the Principal office ensuring that they effectively brief the Principal for all meetings with relevant correspondence, documents/presentations, liaise with or refer relevant matters to the Deputy Principal and the Registry/Admin office and/or members of the Senior Leadership Board for action.

They will be responsible for the day-to-day management of the Principal’s diary, and emails requiring a thorough knowledge of all office procedures, including dealing with visitors to the office including students, staff, welcoming visitors, filing, mailing, e-mailing, word processing, photocopying etc. and will undertake any other appropriate duties, as requested to ensure the efficient running of the School’s administrative support services.

Main duties and responsibilities:

  • To provide a confidential secretarial, clerical and administrative service to the Principal’s Office.
  • To ensure the Principal is briefed for all meetings with relevant correspondence, documents/presentations and in their absence refer matters to relevant person for action
  • To screen and deal with Principal’s telephone calls
  • To receive and welcome visitors to the Principal in a professional manner
  • To deal with incoming and outgoing correspondence, primarily emails, reviewing, prioritising and drafting responses, where necessary.
  • To liaise with Trustees, Staff, Students and visitors to the school
  • To manage the Principal’s electronic diary and make appointments in line with agreed procedure
  • To maintain the electronic and paper filing system, as appropriate and in line with GDPR
  • To have a detailed working knowledge of the relevant database
  • To take minutes of SLB meetings and distribute papers as required
  • To take Board minutes and scheduling of Trustee/Subcommittee meetings
  • To organise and prepare for meetings including gathering documentation and attending to the logistics of the meeting.
  • To coordinate the Principal’s travel arrangements
  • To liaise with the Deputy Principal in the preparation and maintenance of various records and documents pertaining to the Principal’s office.
  • To collaborate in the coordination of meetings, papers and information to ensure the smooth running of the Principal’s office.
  • To provide Project Board assistance as required
  • To manage Intranet calendar for whole school
  • To organise Away Days
  • To act as first contact for the Sam Wanamaker Festival
  • To organise the annual Graduation Ceremony
  • To take minutes of HE Subcommittee and distribute papers as required
  • To support the Covid – 19 Administration when required.

Secondary duties

  • To contribute with guidance to HESA and other data returns
  • To contribute to the preparation and annual update of student handbooks
  • Participate as appropriate in staff development activities
  • Represent ArtsEd to outside bodies
  • Participate in training as required
  • Participate in the annual appraisal process

All Staff

  • All staff must carry out their responsibilities with due regard to all ArtsEd policies and procedures, ensuring inclusivity, equality of opportunity, and compliance with Health and Safety in the workplace.
  • All staff must respect the confidentiality of data stored electronically and by other means in line with the Data Protection Act.
  • All staff must adhere to the staff Code of Conduct
  • All staff are required to regularly undertake Safeguarding, Keeping Children Safe in Education, Prevent, and GDPR training and to maintain their own professionalism and job-related knowledge through ongoing CPD.
  • All members of staff are required to be professional, co-operative, and flexible in line with the needs of the post and the school.
  • All Job Descriptions are reviewed annually and will change to reflect the needs of the School and the post.
  • ArtsEd is committed to the safety, wellbeing and safeguarding of all pupils and students and expects all staff to share this commitment. Staff in all posts are required to hold a clear, enhanced DBS.
  • You may also be required to undertake such other comparable duties as your line manager requires from time to time.



To be successful in this role you will require:

  • Excellent verbal and written communication skills
  • The ability to act professionally and diplomatically
  • The ability to build clear professional boundaries and maintain confidentiality
  • Strong command of the English language
  • Ability to prioritise and multitask effectively
  • A high level of organisational and people management skills
  • An ability to pick up IT skills and internal processes quickly
  • Excellent attention to detail
  • Excellent time management skills
  • An interesting in working with people of all ages
  • An ability to form and maintain appropriate relationships and personal boundaries with young people
  • Excellent interpersonal skills
  • An ability to be adaptable and flexible

You will have experience of:

  • Working in an office environment
  • Providing administrative support at Executive/Board level
  • Detailed Minute-taking
  • Organising events
  • Standard word processing, spreadsheet and other productivity software tools
  • Collaborating and coordinating with various departments