Executive Assistant and Project Co-ordinator - London, United Kingdom - Disability Arts

Description

Description

We are currently looking for a new Executive Assistant and Project Coordinator to support Jamie Hale across their work at CRIPtic Arts, and their freelance work. This involves working very closely with Jamie, including handling very personal and confidential information. You will be the person planning, prioritising, and organising, protecting Jamie's time (from everyone, including themselves) and making sure they're able to focus on the things that actually matter, not the things that feel like they matter.

At CRIPtic Arts you will be part of a flourishing staff team, in an exciting organisation. You will work directly with Jamie, co-ordinating the artistic, research, and campaigning projects they lead on, ensuring deadlines are met, and projects are well-managed, well-budgeted, and returns and reporting are done correctly. You need an excellent ability to track information and progress on multiple simultaneous projects. You will also be the link between Jamie and the wider CRIPtic team.

Working with Jamie as a freelancer, you will manage their freelance pipeline, time, pitches and commissions, projects, and deadlines across their health and social care research, media work, and creative theatre, television, poetry, and other literary work. This will include documenting, formatting, typing up and correcting dictation, and collating work together. It will also include being aware of potential upcoming projects and ensuring Jamie is well-positioned for them. Where projects are underway, you may be quite heavily involved in the minutae of each project.

Across both roles, you will manage Jamie's inbox – reading emails and drafting responses, checking and updating their calendar, maintaining their file organisation system, and updating Asana, the project management tool. You will create and maintain agendas and minutes and meeting notes, schedule meetings (including access providers), You will carry out and write up research, type up bullet points and dictation, edit and format documents, slides, and presentations, and book travel. You will also be the person Jamie goes to every time they've lost a file – which happens a lot.

You will ideally be a driver, happy to drive a large automatic, which Jamie will ensure you are insured on. You will also support Jamie with medical and care tasks where their usual care set-up is not working and to facilitate their ability to work independently or for CRIPtic. This will include emptying stoma bags and giving medication, but training will be provided.

You may not have experience working with disabled people, or in the arts, but transferrable skills can come through any industry or background.

Role Specification

Administrative support as required, including managing emails and inboxes to filter, direct, and respond to emails, organising calendars and events, and taking minutes, taking dictation, writing up and proof-reading documents, designing, formatting and editing documents, reports, presentations, and other files as required, converting reports to accessible formats, e.g. screenreader friendly or Easy Read, and live-captioning in meetings
Editing and captioning videos and images to create accessible content, ensuring that image desciptions, captions, and summaries are correct and complete
Attending meetings both administratively and representing Jamie and/or CRIPtic Arts
Time and project management, prioritisation, goal tracking, ensuring deadlines are not missed over all projects deadlines, and managing invoicing
Event organisation and management support, including booking access providers, travel, and accommodation; managing attendees and speakers, collecting, handling and distributing event, attendee, and access information as required, and setting up online events where appropriate
Social media & website management of Jamie's personal and professional accounts
Managing finance, including leading on invoicing, timesheets, and payment reconciliation, formatting and filing payments and accounts following direction
In-person work with Jamie, typically one day per week but flexible based on operational need
Supporting with medical and personal care requirements professionally and discreetly as a last resort (full training provided; will include emptying catheter and stoma bags, and giving medication, including through feeding tube and injections)
Driving Jamie for work as required (driving license preferred but not essential)

ESSENTIAL EXPERIENCE:
Managing calendars and meetings, including organising and minuting
Taking detailed notes and dictation, and transcribing documents (typing min 70wpm to facilitate taking real-time rough captions during meetings)
Google Suite, or Microsoft Office, proficiency with documents and spreadsheets
Designing and laying out documents, such as slides, reports, or presentations
Producing content in a range of voices, including formal, professional, and casual

ESSENTIAL SKILLS:
Proven ability to use own initiative to tackle problems and find solutions
Ability to quickly and effectively understand, integrate, and communicate change and share information
Social and interpersonal skills, including understanding subtext and implication in conversations and emails, confidence in working as a sounding board to discuss these with Jamie

DESIRABLE EXPERIENCE:
Content creation in a range of contexts, which could include journalism, online platforms, formal reports, research, funding bids etc
Producing social media content and utilising scheduling tools
Using visual design tools such as Canva and video-editing tools and software
Experience as a deaf or disabled person, or working with deaf or disabled people
Providing any degree of personal or medical care, including for family members or children

DESIRABLE SKILLS:
BSL at Level 2 or above
Driving License

28 hours per week, hybrid role (Two days a week in-person, Tuesdays and either Thursday or Friday)
Monday 09:00-13:00
Tuesday 09:00-17:00 (inc one hour unpaid lunch break; usually to be worked from Jamie's home in Lewisham)
Wednesday 09:00-13:00
Thursday 09:00-17:00 (inc one hour unpaid lunch break; sometimes to be worked from Jamie's home in Lewisham)
Friday 09:00-16:00 (inc one hour unpaid lunch break; sometimes to be worked from Jamie's home in Lewisham)

Some flexibility may required when Jamie's working arrangements change, and we would endeavour to also offer you flexibility where needed. If these working times do not work for you please contact us on to discuss what would be feasible for you.

For more information please visit our website .