Administrative Assistant, Arts, Culture & Heritage Office

Administrative Assistant, Arts, Culture & Heritage Office page is loaded Administrative Assistant, Arts, Culture & Heritage Officelocations: Londontime type: Full timeposted on: Posted Todayjob requisition id: JOBREQ Department: Arts, Culture & Heritage Reports to: Chief of Staff - Arts, Culture & Heritage Location: London Role Overview We are seeking a highly organized, detail-oriented and proactive Administrative Assistant to support the Arts, Culture & Heritage office. This role is pivotal in ensuring seamless day-to-day operations, with a strong emphasis on executive scheduling, travel coordination, expense management, and administrative excellence across the department. Key Responsibilities Executive Support Work under the direction of the Chief of Staff - Arts, Culture & Heritage to manage complex calendars, including scheduling internal and external meetings across time zones. Update, maintain and evolve the event invitation tracker. Ensure appropriate food and beverage provisions are available for scheduled meetings and executive gatherings. Make sure meetings are kept to time and that all preparatory materials have been gathered and communicated ahead of time. Travel & Expenses Organise and plan detailed travel itineraries, including flights, accommodations, visas, and ground transport. Process expense reports in a timely and accurate manner, ensuring compliance with internal policies for the President of Arts, Culture & Heritage, as well as other team members. Administrative Operations Proactively maintain contact databases, distribution lists, and shared team resources. Handle the mailing process for internal publications as well as Christmas gifting and cards. Operational Excellence Ensure confidentiality and discretion in all matters related to the Arts, Culture & Heritage office. Collaborate with other assistants and departments to ensure alignment and continuity. Proactively identify and implement process improvements to enhance administrative workflows, especially by considering how AI could bring more efficiency. Qualifications & Skills Exceptional organisational and time-management skills. Detail-orientation is paramount to succeed in this role. Proficiency in Microsoft Office Suite (especially PowerPoint and Excel), Concur Travel & Expenses, calendar management tools is key. A knowledge of AI uses will be a plus. Discretion, diplomacy, and a proactive mindset are essential. Strong adherence to business ethics and compliance policies. Proven experience in an administrative role. Strong written and verbal communication in English. Notions of French will be appreciated. Ability to build productive working relationships across all levels and teams, globally and locallyExceptional creation and client experience