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Job title: Executive Assistant – London Transport Museum (LTM)

Salary: £30,750 - £37,400 PA & free travel on TfL services plus benefits
Location: Albany House (St James Park) / Hybrid
Contract Type: LTM – Band 2 – Permanent

About London Transport Museum (LTM)

Based in Covent Garden, we are the world’s leading museum of urban transport and an award-winning day out. But that’s just part of our story. We are passionate. We are curious. We are adventurous.

As a heritage and education charity, we reach every primary school in the capital to fire the imaginations of tomorrow’s engineers, designers, scientists, and arts enthusiasts. With business partners and industry decision-makers, we tackle the topics that matter to London, from smart cities to green innovation.

We want to close skills gaps, redress gender imbalances and create opportunities for under-represented and disadvantaged communities.

We want to ignite curiosity to shape the future.

Overview of project/role

• To provide strategic business support and executive office management services, primarily to the Director and Chief Operating Officer (COO) but also to the Senior Leadership Team (SLT), Chair and members of the Museum Board of Trustees. The job holder will need to make informed judgments about what needs doing, when and who to consult with, saving the Director and COO time.
• The job holder will work with the Executive and Governance Manager but with delegated authority on certain projects and activities; such as fact finding, undertaking research, chasing progress, project manage key activities, planning and coordination with no or little input from the Director and COO.

Key Accountabilities

• Responsible for managing the London Transport Museum executive office, ensuring the diaries of the Director and COO are effectively managed, planning and organising meetings, conferences, staff events, travels and accommodation.
• Responsible for managing the Director and COO's emails and correspondence, prioritising relevant strategic and management information for decision making and maintaining a system to track and follow up on actions, delegating actions to the Senior Leadership Team on behalf of the Director and COO and negotiating deadlines.
• Support the Director and COO by undertaking research on issues within or affecting the Museum, providing reports and presenting on key findings and recommendations having regard to business priorities and needs.
• Accountable for the management of Director-led cross departmental meetings, workshops, events and conferences; with agenda preparation, report writing, minute taking, coordination of paper submissions and dissemination, speaker requirements, follow up on actions, venue and catering booking and audio visual requirements.
• Support and deputise as necessary for the Executive and Governance Manager, acting up into the role during periods of absence - including the line management of LTM Support team, managing the day to day governance and associated secretariat support of the Director's office and Charity Board of Trustees.
• Assist with budget administration, SAP approvals purchase order and invoice raising, and overseeing problem escalations with procurement for the Director and COO.

• Key interface with the Mail Room, Security, Facilities, Operations and Resourcing departments, maintaining stock levels and ordering all stationery and kitchen stock and managing the movement of goods between the three museum sites.
• Maintain strong working relationships with senior managers and stakeholders in order to negotiate and influence as appropriate to ensure the office of the Director and COO is supported effectively to deliver business priorities.

Skills, Knowledge & Experience

Knowledge

• Knowledge of office procedures, specifically managing a busy, high level office
• Business acumen and knowledge of public sector and museum environments to anticipate future needs
• Good working knowledge of Word to and advanced level (essential). Good working knowledge of Excel, PowerPoint and Outlook software (essential)
• Good working knowledge of SAP (desirable)

Skills

• Ability to confidently negotiate, influence and delegate
• Effective communicator for self and on behalf of Director, and COO with an adaptable style to suit different audiences.
• Clear, concise, clean written skills with appropriate punctuation and grammar
• A self starter and proactive worker, confident in using own initiative
• Flexible, adaptable and organised, and able to prioritise workloads
• Tact, confidentiality, discretion and diplomacy skills are essential as the job holder will have access to sensitive and confidential information
• Excellent attention to detail, with proof reading and report writing skills
• Friendly and confident manner, staying calm under pressure, trustworthy and reliable

Experience

• Experience of working in a high profile role supporting executives at a senior level including managing complex diaries and workloads, anticipating needs and working pro-actively and independently.
• Demonstrable experience of organising meetings and taking accurate complex minutes.
• Excellent interpersonal skills and excellent written skills with an eye for detail.
• Experience of problem solving
• Experience of working in an environment that requires communicating with a wide range of senior internal and external contacts / stakeholders
• Experience of working on own initiative, accurately and to tight deadlines, and to prioritise between conflicting demands
• Experience of handling sensitive and confidential information requiring high levels of tact and diplomacy

Equality, diversity, and inclusion

We are committed to equality, diversity, and inclusion. We want to represent the city we serve, which will help us become a more innovative and efficient organisation. Our goal is to make our recruitment as inclusive as possible. We are a disability confident employer who guarantee an interview to any disabled candidate who meets all of the essential criteria. We also use anonymising software that removes identifying information from CVs and cover letters to make the process fair.

Application Process

• Please apply using your CV and a one page covering letter. Word format preferred and do not include any photographs or images

• Think carefully about the skills, knowledge and experience in the advert and cover this in your CV and cover letter. Word format preferred and do not include any photographs or images

The closing date for applications is Wednesday 21st June 2023 @ 23:59

Benefits

In return for your commitment and expertise, you will enjoy excellent benefits and scope to grow. Rewards vary according to the business area but mostly include:

• Final salary pension scheme
• Free travel for you on the TfL network
• Reimbursement of 75% of the cost of a standard class Ticket for National Rail travel from home
• 30 days annual leave plus public and bank holidays
• Private healthcare discounted scheme (optional)
• Tax-efficient cycle-to-work programme
• Retail, health, leisure, and travel offers
• Discounted Eurostar travel