Executive Assistant & Office Manager
Role Overview
New full-time post supporting the Founder and Artistic Director, the Darbar Arts Lab and the Finance & Accounts Officer.
The approximate weekly balance is three days executive assistance, one day programmes and office support, and one day finance support; the balance varies with the calendar.
EA and office demands peak around the late-October festival; finance demands peak at month-end and year-end audit.
The role calls for judgement, discretion, warmth, numerical accuracy and organisation.
Key Skills for This Role
Full Job Posting
About Darbar
Darbar Arts Culture Heritage Trust is a UK Indian arts charity established in 2006 and an Arts Council England National Portfolio Organisation.
The organisation presents the Darbar Festival, delivers around 80 live events a year, and provides digital content and music education.
Its new Darbar Arts Lab in Hayes includes Darbar Coffee House and Darbar Studios, whose profits are reinvested into the charity.
The role
New full-time post supporting the Founder and Artistic Director, the Darbar Arts Lab and the Finance & Accounts Officer.
The approximate weekly balance is three days executive assistance, one day programmes and office support, and one day finance support; the balance varies with the calendar.
EA and office demands peak around the late-October festival; finance demands peak at month-end and year-end audit.
The role calls for judgement, discretion, warmth, numerical accuracy and organisation.
Executive assistance
- Own the Artistic Director’s complex diary, resolve conflicts, protect preparation time and brief him before commitments.
- Triage inbox and manage correspondence; serve as a first contact for artists, agents, funders, broadcasters and venue partners.
- Prepare briefing notes, research summaries, board papers and presentations; coordinate domestic and international travel.
- Support media and public-profile engagements and maintain biography and speaker materials.
- Administer confidential senior recruitment, including scheduling, candidate correspondence, references, right-to-work checks and offer paperwork.
- Circulate board papers, maintain trustee records and governance registers, support meetings with minute-taking, and track actions.
Office and programme support
- Maintain the Arts Lab office, working environment, supplies, cleaning and maintenance contracts, permits, alarm and access systems, and supplier relationships.
- Coordinate health and safety administration, including risk assessments, first-aid and fire-marshal arrangements; support insurance renewals.
- Welcome visitors, artists and partners; support onboarding and offboarding and maintain orderly SharePoint filing and workflows in Monday.com and HR systems.
- Maintain a working understanding of Darbar’s festival, Sky Arts partnership, Darbar Player and Darbar Academy.
- Provide proportionate administrative support around festival and event periods, working with the events team rather than running logistics.
Finance support
- Provide hands-on support to the Finance & Accounts Officer; the description gives month-end and year-end audit as peak periods.
Workplace
- The role supports day-to-day operation of the Darbar Arts Lab in Hayes.
Requirements
- Demonstrate sound judgement, discretion, warmth, numerical accuracy and an organised, calm approach.
- Be able to support executive, office, programme and finance tasks, adapting as priorities change.
- Handle confidential correspondence and senior recruitment administration professionally.
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