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Department/Team Production

Responsible to Director of Producing

Contract Full-Time – Permanent

Location: The Old Vic, 103 The Cut, London, SE1 8NB, some homeworking

Hours: 40 hours per week, inclusive of breaks.

Working hours will be flexible and work will be required at weekends at times to support the AD in his work.

Salary: £35,000-37,000 per annum, depending on skills and experience

Purpose of job

• Assist Matthew Warchus, the Artistic Director of The Old Vic, with all aspects of his work at the theatre, and additionally with his wider portfolio of work including any transfers or tours in the West End, on Broadway, nationally and internationally and film or television projects (save for the exclusion noted below) alongside some personal affairs on an ad hoc basis.
• Provide high-level administrative assistance to the Artistic Director, ensuring the smooth day-to-day running of his diary.
• Facilitating effective communication and feedback between the Artistic Director and The Old Vic staff, and act as a key point of contact for a wide range of contacts at all levels both internally and externally.
  

Areas of responsibility

Diary Management and Meetings

• Efficiently scheduling internal and external meetings and making all associated arrangements, on behalf of The Old Vic and also in conjunction with the Artistic Director’s external endeavours
• Ensuring the Artistic Director is fully briefed and has all necessary papers for meetings, including any preparatory research.
• Coordinating any travel arrangements, both local and international, and couriers as requested.
• Reasonable personal duties as requested by the Artistic Director.
• Working with all Departments as required on events such as press nights including the collation of VIP invitation lists and sending of invitations and special events such as fundraisers and celebrations
• Managing special projects, VIP visits, visiting director/artist projects.

Administration

• Acting as the first point of contact for all internal and external matters relating to the Artistic Director; including all internal sign offs requiring the Artistic Director’s input, ensuring deadlines are met.
• Arranging meeting space as necessary, including booking space and ensuring refreshments and IT needs are arranged and welcoming guests.
• Ensuring that any required documents are prepared, drafted and produced to a high standard of presentation, and to proofread such papers. Updating and maintaining systems (filing, accounts, credit cards statements, contacts etc).
• Processing the Artistic Director’s expenses and invoices accurately and in line with budget and on a regular basis in accordance with the Finance Department’s procedures and deadlines.
• Managing ticket requests and/or house seats requests via the Artistic Director’s office and managing bookings for him at other venues.
• Responding to the needs of other departments in The Old Vic on behalf of the Artistic Director.

Correspondence

• Drafting, coordinating sign-off and sending correspondence to talent, donor and stakeholders on behalf of the Artistic Director.
• Assisting in and/or creating correspondence in all forms, ensuring that these are prepared in a timely and professional manner; drafting emails/ letters, collating and binding scripts and documents, copy typing of notes.
• Briefing the Artistic Director on letters and emails received, helping to manage and prioritise emails daily and reply to or refer any as directed.
• Answering the Artistic Director’s telephone and filtering calls, taking accurate messages and deal with general enquiries.

Artistic Support

• Liaising with the Director of Producing to ensure that the Artistic Director is supported in contacting potential collaborators, artists, and staff, on behalf of the Artistic Director by acting as the point of contact for Old Vic stakeholders including the Associate Artists, Ambassadors and previous acting companies and creative teams on behalf of the Artistic Director.
• Responding to general enquiries from actors, writers, designers etc.
• Coordinating gifts as required on behalf of the Artistic Director.
• Minuting meetings as required.

General

• Act as a point of contact for stakeholders on the Artistic Director’s external projects.
• Developing and maintaining an up to date knowledge and understanding of the Artistic Director’s activities and responsibilities in order to provide first class assistance.
• Complying with The Old Vic’s Equal Opportunities, Sustainability and Health & Safety policies at all times.
• Any other duties as reasonably required.

This is not an exhaustive list of duties and the Theatre management may, at any time, allocate other tasks which are of a similar nature or level.

Person Specification

Essential

• Demonstrable experience as a personal assistant or executive assistant to a Director or equivalent senior individual
• Flexibility to work evenings and weekends where required
• Exceptional written and verbal communication skills and able to pitch at the appropriate level for various different audiences.
• A proven ability to deal diplomatically, sensitively and discretely with information, which may often be confidential
• Experience in diary management
• An ability to organise work and prioritise effectively between multiple tasks and meet deadlines
• A clear communicator, with strong relationship building skills
• Ability to work independently and autonomously
• A meticulous eye for detail, a good proofreader, and immaculate presentation of work
• Computer literate (Microsoft Office suite essential)
• Experience taking and transcribing minutes, drafting and editing written documents

How to Apply

We understand that everyone is different and we want you to apply in whichever way you feel best shows your skills and experience. There are a range of ways that you can apply with us:

• 1. Sending a short video file of yourself (no longer than two minutes in length), detailing your experience, why you are applying for the role and what about working at The Old Vic interests you (have a look at the person specification in the job description).
• 2. Sending a short audio file of yourself (no longer than two minutes in length), detailing your experience, why you are applying for the role and what about working at The Old Vic interests you.
• 3. Completing our application form.
• 4. Uploading your CV and covering letter, explaining why you are interested in the role and working at the Old Vic.

The Old Vic has made a commitment that all applicants with disabilities who meet the essential criteria for this job will be invited to interview.

All appointments are made subject to satisfactory references and proof of eligibility to work in the UK.

The Process

The recruitment process for this role will be two stages:

• 1st stage virtual conversation
• 2nd stage virtual/in person conversation
• You may be asked to complete a work based skills assessment or challenge

The closing date for this role is Tuesday 11 April 2023, 11.59pm. First stage conversations are likely to take place w/c 17 April 2023.

Equal Opportunities

We actively support and encourage people from a variety of backgrounds, experiences and skill sets to join us and help shape what we do. We are particularly keen to receive applications from people of the global majority, LGBTQ+, neurodiverse and disabled candidates.

We may take positive action, in cases where candidates are equally qualified, to increase the employment of under-represented groups at The Old Vic.

In the event that we ask you to attend the theatre for a conversation and you are struggling financially, we may be able to reimburse you for any reasonable travel costs.

We partner with a range of inclusive organisations, to find out more please read our FAQs.

FAQs

Read our recruitment and selection and equal opportunities FAQs here.