Executive Assistant and Office Manager

Executive Assistant
Provide administrative support to the Chief Executive & the Finance Director, including:
• Diary Management
• Scheduling & organising meetings
• Preparing reports, presentations & documents as required
• Coordinating travel arrangements
• Managing correspondence & maintaining confidentiality

Governance
Provide statutory/company secretarial and administrative support for all Halle Concerts Society group entities including:
• Maintenance of company registers & statutory files, trust deeds & bank mandates
• Assisting with the completion & filing of Annual Returns & accounts to Companies House, Charity Commission & other statutory bodies as appropriate
• Organisation & minuting of the Halle’s Annual General Meeting

Arrange, coordinate, prepare documents for & minute Board meetings, Board sub-committees & other meetings as required. This includes Senior Management Team; Staff; Senior Advisory Group; Pension Committee & several Trust Committees.

Support Chief Executive in collating data, compiling & submitting information for core funder applications & surveys including grant claim processing. This includes the Arts Council England, Manchester City Council & Greater Manchester Combined Authority requirements.

HR
Assist HR Manager by providing administrative support across the employee lifecycle:
• Maintaining employee data including personnel records, absence & holiday monitoring
• Support recruitment process including advertising vacancies, monitoring applicants & arranging interviews
• Managing employee onboarding including issuing contracts & overseeing induction process
• Scheduling annual appraisals for Administrative Staff
• Maintaining Equal Opportunities monitoring

Office Management
Manage the day-to-day office function:
• Managing relationships with external suppliers & key partners (e.g. External IT, Bridgewater Hall)
• Ensure a safe & compliant office environment
• Procure office supplies & equipment
• Iss