HTC Europe

Executive Assistant of Director (French Speaking)

Category
VIVE Arts
City
London
Country
United Kingdom

Overview

VIVE Arts - a global program harnesses cutting-edge technology to transform the way culture is experienced - are seeking an experienced, highly motivated, extremely organized, and team-oriented Executive Assistant to the Director, VIVE Arts. Reporting directly to the Director, this is a full-time permanent position starting immediately. The Executive Assistant to the Director will regularly use discretion and independent judgement when performing the duties.

 

This is a full-time position, Monday through Friday, and requires flexibility for additional hours and work hours as the Director travels extensively and the team members are located in different time zone.

Responsibilities

  • Schedule all meetings for the Director and manage the Director’s business calendar
  • Manage all travel booking for the Director; flexible to travel with the Director and keep track of the travel log, as well as making hospitality reservations for the Director
  • Keep track of Director’s business expenditures; manage expense reimbursement and submit expense report
  • Oversee general office administration for the Director, including sorting mail, shipping packages, managing technology and troubleshooting
  • Recommend solutions to operational and administrative issues
  • Complete research task assigned by the Director
  • Prepare the Director’s daily agenda, tracking reminders and important deadlines, including weekly report and update to Director on ongoing tasks
  • Prioritize, troubleshoot, and anticipate issues, resolving them with HQ in Taipei and regional offices on Director’s administration work
  • Initiate correspondence and other written materials on behalf of the Director and execute with a high level of attention to detail and tone
  • Serve as the first point of contact on behalf of the Director for partners, including providing hospitality and scheduling appointments
  • Complete miscellaneous tasks assigned by the Director
  • Maintain an in-depth knowledge of contemporary art news, openings, and events and support the Director by attending all openings and special events
  • Discreetly manage and filing confidential information

Person Specification

  • At least seven (7) years of EA experience
  • Bachelor’s degree required; Master’s degree preferred
  • Knowledge of contemporary art, art institutions preferred
  • Advanced computer and technological skills required, including: Google Suite (Gmail, Calendar, Sheets); Microsoft Office Suite (Word, Excel, PowerPoint)
  • Enjoys completing tasks with persistence, patience, and discretion
  • Exceptional organizational skills
  • Extremely self-motivated, responsible, and efficient
  • Meticulous demeanor with attention to detail; sensitivity and flexibility
  • Excels in taking initiative and experience in managing, delegating, and collaborating
  • Excellent communication, cross-department communication and problem-solving skill
  • Fluent in English and French (speaking and writing); fluent in Mandarin is a plus
  • Adept at creative problem-solving, anticipating and resolving issues quickly

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