Join our team! We’re looking for an Office Manager and Personal Assistant
Now in its tenth edition, Photo London is a major international art fair specialising in photography, held every May. Based at London’s iconic Somerset House, the fair features over 100 exhibitors from four continents and attracts over 40,000 visitors. As the voice and face of our organisation, our PA/Office Manager must be well-spoken and neatly presented at all times. Serving as PA to the two Founders, you will need to exercise sound judgment to manage time effectively and prioritise arrangements. The successful candidate will demonstrate initiative and a strong commitment to teamwork. In addition to the PA role, the candidate will be expected to maintain a busy office.
This position offers an exciting and demanding opportunity for a proactive and efficient individual, suited to a role requiring meticulous attention to detail, strong diplomatic skills, and the ability to meet very tight deadlines.
Post: Office Manager and Personal Assistant
Salary: 30-35k per annum
Responsible to: Founders
Start date: 02 January
Contract type: Permanent
AREAS OF RESPONSIBILITY – PERSONAL ASSISTANT
- Significant diary management including providing research for meetings
- Extensive international travel arrangements (incl. booking, itineraries and visas as required)
- Email Management
- Agenda management and minute taking
- Screening phone calls, enquiries and requests, and handling them when appropriate
- Managing the Contacts and HR databases
- Liaison with client teams in the UK and internationally
- Liaison with project collaborators
- Meeting and greeting visitors
- Producing documents, briefing papers, reports and presentations
- Any other duties as directed by the Founders
AREAS OF RESPONSIBILITY – OFFICE MANAGEMENT
- Managing staff and interns as required
- Coordinating office events including away days and social events
- Booking meeting rooms & catering as requested
- Overseeing the recruitment of new staff including training and inductions
- Managing staff contracts and annual leave
- Arranging staff appraisal meetings and making sure paperwork completed
- Delegation of meetings
- Using initiative to understand when to reply to emails on behalf of Founders
- Website editing and maintenance
- Developing and implementing new administrative systems
- Contract renewal and maintenance (office rental, cleaning)
- Maintaining the condition of the office and arranging for necessary repairs
- Ensuring adequate staff levels to cover for absences and peaks in workload
- Maintaining supplies of stationery and equipment
AREAS OF RESPONSIBILITY – PHOTO LONDON SPECIFIC
- Management of recruitment process for temporary staff members for Photo London (roughly twenty temporary members of staff)
- Training of temporary Photo London staff
- Management of travel arrangements for international speakers and journalists
- Assistance with VIP event RSVP lists
- Coordination of the Information/Tours Desk
- General project coordination working closely with Photo London colleagues
- Preparing agendas and taking minutes during meetings
AREAS OF RESPONSIBILITY – CANDLESTAR SPECIFIC
- Preparing agendas and taking minutes during meetings
- General project coordination working closely with Candlestar team
PERSON SPECIFICATION
Qualifications
Qualified to degree level or equivalent relevant level of experience
Competent in IT systems and packages
Minimum 3 years of experience in similar role
Experience – Essential
Experience of organising meetings, managing complex diaries and making various travel arrangements
Strong administrative skills
Desirable
Working knowledge of web editing and maintenance
Knowledge of arts and particular interest in photography
PERSONAL ATTRIBUTES
Essential
Outstanding written communication with diplomacy and tact
Excellent organisational skills
Approachable, flexible and professional manner
Strong team player as well as independent deliverer
Ability to work under pressure and to tight deadlines
Enthusiasm for new ideas and initiatives
Innovative approach to work
Self-motivated and able to solve problems
As a condition of your employment, you may be required to undertake such other reasonable duties as requested by the Founders.
HOW TO APPLY
Applications close on Friday 15th November 2024, at noon.
To apply please send your CV and cover letter with the subject ‘Photo London: PA/Office Manager Application’ outlining how you meet the criteria to solange.prata@candlestar.co.uk before the deadline.
About Photo London
Now in its tenth edition Photo London is a major international art fair specialising in photography that takes place in May every year. Based at London’s iconic Somerset House the Fair features over 100 exhibitors from four continents and welcomes over 40,000 visitors. Photo London is the leading international Fair in showcasing the very best of the past, present and future of photography. From emerging contemporary artists to historic and iconic masters, Photo London brings together exhibitors from across the globe and celebrates the medium in all its forms. Each edition sees a unique Public Programme including special exhibitions and installations; a Talks Programme and several Awards announced, headlined by the Photo London Master of Photography Award. Beyond the Fair, Photo London regularly hosts Pre-Fair Talks, a Book Club and publishes a digital magazine through our Academy programme. We are proud to support our exhibitors year-round and to work together to build the UK photography market. Photo London is produced by Candlestar, an internationally renowned cultural consultancy with an outstanding reputation within the field of photography and the arts. Candlestar produces the Prix Pictet on behalf of the Pictet Group.