The Administrative & Executive Assistant is a permanent role in the festival team, providing a pivotal function as the first port of call for everything related to the Managing Director and Creative Director's schedule and diary. The post-holder is also responsible for coordinating the day-to-day office operations, assisting with HR and financial procedures, and administering regular business planning and Trustee meetings and events. With solid administrative skills and a keen eye for detail, this role offers insight into the workings of an international cultural organisation, with a varied workload across many departmental functions.

Directors' Assistance
- Oversee the Managing Director and Creative Directors diary, including scheduling meetings with internal and external stakeholders and keeping the diary up to date with all the required information
- Arrange the Managing Directors' and Creative Directors travel arrangements, booking national and international travel and accommodation for meetings, festivals and events
- Assist with arranging and minuting cross-team meetings on behalf of the Managing Director and Creative Director where requested
- Assist with producing and collating presentational materials and reports onbehalf of the Managing Director and Creative Director for meetings with external stakeholders;
- Support the Managing Director and Creative Director with the international festival and events arrangements

Board administrative support
- Provide a point of communication for the Board of Trustees, issuing the agendas, collating and circulating board papers, accepting apologies, taking and issuing the minutes and updating relevant records
- Administrate and maintain Charity information
- Support with any travel arrangements for the Chair of the Board of Trustees for Sheffield DocFest meetings, liaising with the Chair's Executive Assistant
- Arrange meeting rooms (virtual and in-person) for the board meetings and other key meetings
- Issue invitations and agendas to the Advisory Committee, arranging venues and catering, and updating the relevant records
- Update the Staff and Trustee pages of the website as necessary

Festival delivery
- Manage the delegate centre 'info desk' during peak festival hours, directing delegates to information sources and overseeing info desk volunteers
- Support partnerships team to coordinate the festival Trustee, VIP and Supporters dinner
- Draft and oversee the schedule for the Chair and Managing Director over the festival period
- Support the Managing Director and Creative Director over the festival period with for example; diary and meeting support, support at networking events, partnership meetings/tours etc
- Support key events such as the festival press launch, festival stakeholder events, coordinating RSVPs and managing guest lists

Team support
- Liaise with the Finance team to assist with team travel and meeting expenditure, arranging expense reconciliations within Charity policy
- Coordinate meeting room and off-site catering bookings for key planning events such as Debrief Day and festival Planning Days and assist HR with the organising of key staff social events
- With the operations team, take responsibility for maintaining a clean and tidy office and kitchen space
- Undertake first aid training as part of the festival first aid team
- Administrate cross-team meetings taking minutes and following up on action points as and when requested
- Update and track the team's international travel on both the website and internal tracker
- Support the Head of HR & Participation with the administration of HR processes i.e. recruitment process by preparing application packs; responding to enquiries, collating applications; scheduling performance reviews
- File and update all HR documents
- Liaise with the Head of HR & Participation and Operations Coordinator on the induction for new starters and their system requirements
- Alongside Operations Coordinator induct all new starters
- Assist Head of HR & Participation work on the Festival Assistant programme,including establishing and maintaining relations with Festival Assistant partners, attending open days recruiting, briefing, day-to-day point of contact for tasks
- First point of contact for office maintenance and organisation, including seating and IT arrangements, phones, stationary and kitchen supplies, Google Suite accounts, general tidiness

Additional
- Answer phones and direct enquiries to the relevant team
- Respond to internal and external queries via email and on Google Chat
- Oversee tasks allocated to Festival Assistants within your team
- Actively promote and support diversity and inclusion in all Sheffield DocFests activities
- Adhere to Sheffield Doc Fest health & safety policy
- Adhere to and actively participate in how Sheffield DocFest delivers on our commitment to the environmental policy
- Ensure all data stored is GDPR-compliant
- Be an ambassador for Sheffield DocFest and maintain a professional approachat all times
- Create and maintain good working relationships with all Sheffield DocFest colleagues