Personal Assistant to the Artistic Director and Executive Management
Job Description
Job Title – Personal Assistant to the Artistic Director and Executive Management Reports To – The Artistic Director Direct Reports – Artistic Director, Executive Management Dates – Full time one-year fixed contract
Bayimba Cultural Foundation is a multiple-faceted organization that focuses on uplifting arts and culture in Uganda through cultural exchange and creativity. The Foundation hosts high-quality arts festivals, offers training courses and workshops for aspiring artists, and facilitates creative development. It strives to reach as wide an audience as possible, reaching all age groups and income levels. Bayimba is unique in its multidisciplinary approach combined with its engaging efforts to “explore and experience”.
Job Purpose:
The Personal Assistant to the Executive and Artistic Director provides support to Bayimba Foundation’s Artistic Director, along with the administrative support to the Executive Management.
Key Responsibilities:
This position reports directly to the Artistic Director and works closely with the Executive Management and wider Artistic Team. The position maintains effective working relationships with the Executive Management, Bayimba Foundation Leadership Team, in particular Head of Finance, Research, Programming and Production, and all Bayimba Events departments.
Duties and Responsibilities:
Duties and responsibilities include, but are not limited to:
Administrative Support to the Artistic Director:
Managing all aspects of the Artistic Director’s day-to-day activities, including calendar, calls, meetings, filing and proactive updating of Artistic Director’s IT, contacts lists, etc.
Anticipating workflow and needs associated as well as identifying and troubleshooting 1 potential obstacles.
Effectively prioritizing and managing Artistic Director work requests and priorities.
Liaising internally and externally on behalf of the Artistic Director.
Coordinating the Artistic Director and the Executive Management’s local, national and international travel and accommodation arrangements.
Managing financial administration for Artistic Director and Executive Management expenses (monitoring expenditure within budget parameters, Debit card purchase acquittals).
Prioritizing and distributing incoming correspondence.
Drafting internal and external correspondence.
Filtering and processing VIP and complimentary ticket requests.
Administrative Support to the Executive Management:
Managing the calendars of the Executive Management.
Coordinating the Executive Managements local, national and international travel and accommodation arrangements.
General Artistic Administration:
Booking tickets for the Artistic Director and Executive Management to see work of other companies when requested.
Ensuring relevant databases are kept up to date including mailing and contact lists.
Collating documents and information and preparing data/reports, including Board reports.
Booking and preparing rooms and required facilities and technology support for meetings and events, and assist with service, as required.
Coordinating events and functions, as required.
Researching topics as requested.
Other duties as directed.
Additional Bayimba Foundation Support:
Attendance and hosting at official functions and opening nights and providing support for welcome events.
Additional tasks as required and directed by the Artistic Director and Executive Management including coordination of gifts, well wishes and department events.
Selection Criteria
Essential:
At least 3 years’ experience in arts administration or experience providing Executive Assistant services to a CEO or senior manager.
Exceptional communication skills (written and verbal) and demonstrated ability to communicate and develop relationships with a diverse range of people, internally and externally.
Demonstrated excellent organization skills managing complex information on competing deadlines, with meticulous attention to detail.
Ability to manage time and prioritize workloads in order to meet deadlines.
Demonstrated discretion in handling confidential and sensitive written and oral information.
Ability to quickly assimilate and retain new information, adapt quickly to changing circumstances and adopt an effective course of action.
An ability to deal with ambiguity and complexity.
Proven proficiency in the use of Microsoft Office to an advanced level.
Desirable:
Demonstrated use of a CRM database system.
Experience in an event or festival environment.
Organization Values:
Aligned to the organizational values of transparency, equity, accountability, sustainability, creativity, well-being and committed to creating opportunities for all generations of artists and creative industry stakeholders and other underrepresented communities.
Terms and Conditions:
Hours – full time Salary – 12M annual gross salary Holidays (if applicable) – 22 days per annum plus public holidays Probation – 3 months Contract type – 1 year
