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Performa is seeking to appoint an experienced and proactive Executive Assistant / Office Manager to provide efficient administrative support to Performa’s Director and senior staff, to be responsible for the maintenance and implementation of administrative procedures and to ensure the smooth day to day running of the office.

RESPONSIBILITIES

ADMINISTRATIVE ASSISTANCE TO THE DIRECTOR AND SENIOR STAFF

  • Maintain schedule for Director, Managing Director and Producing Director
  • Undertake meetings management for Director; organizing venue, catering, producing agendas and papers when required.
  • Prepare bios and dossiers for Director’s meetings as required.
  • Manage correspondence for Director, distributing as required and ensuring that appropriate follow up is undertaken, including drafting replies as needed.
  • Act as first point of contact for Director for full range of internal and external contacts; update External Relations database and Outlook address book with any relevant developments.
  • Organize any travel undertaken by Senior Staff including scheduling meetings, booking transport and accommodation and producing detailed itineraries.
  • Prepare papers for Board of Directors, as required.
  • Undertake any other office work as required.
  • Maintain efficient filing system for Director

PERFORMA OFFICE MANAGEMENT

  • Manage the administration budget
  • Manage temporary office staff, including interns and trainees when necessary.
  • Provide welcome and orientation materials for interns and staff.
  • Set up and maintain filing system including computer files.
  • Respond to IT and telecommunications requests and minor repairs under the direction of IT Manager.
  • Be first point of contact for Performa staff both internally and externally and to deal with general correspondence and inquiries.
  • Maintain adequate office, stationery and cleaning supplies and monitor office maintenance needs.
  • Manage meeting schedules and prepare meeting materials and catering as required.
  • Process petty cash and expenses claims and produce a monthly transaction report.
  • Manage administration of annual leave requests and monthly payroll attendance records for junior staffmaking use of software similar to this Employee Benefits Tool.
  • Cover duties for other members of team as appropriate and as needed in the case of absence.

QUALIFICATIONS

  • Excellent administrative skills, experience of organizing meetings and supporting senior staff
  • Excellent organizational skills, ability to prioritize and work under pressure
  • Excellent written and oral communication skills, proven ability to draft letters, emails and reports
  • Demonstrable interest and knowledge of contemporary art and/or performance
  • Ability to work under own initiative, proactive approach to problem solving.
  • Strong computer word processing and presentation skills
  • Discretion and confidentiality

REPORTS
The PA/ Office Manager supervises the induction of Performa interns and will oversee and manage the work of external office maintenance and cleaning contractors.
The PA/ Office Manager reports to the Managing Director.

SALARY AND TERMS
Commensurate with experience.
This is a full time permanent position.

APPLY

Submit a resume and letter of interest to:

Esa Nickle
Performa
100 West 23rd Street, 5th Floor
New York, NY 10011@" href="@" target="_blank">

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