Administrative Assistant

We welcome applications in alternative formats if this is more accessible for you. Please contact us to discuss your needs.

You must upload the below in one document. Voice recordings can be sent to the contact email.

40 hours pw, plus overtime where applicable

This is a 6-month FTC

Monday 19th October, 5pm

23rd, 26th,28th

TBD

TBD

Indy Alabi (Operations & HR Coordinator)

The Administrative Assistant supports the smooth running of the Shaftesbury Theatre, in particularly providing administrative support to the Operations Director as well overseeing the general smooth running on the Administration offices and providing some support for marketing and events. The role will also work closely with the Executive Assistant in delivering the rebrand and renaming of the Shaftesbury Theatre as it becomes the Judi Dench Theatre in early 2027.

The role is offered on a 6 month contract, alongside the rebranding of the theatre, but there is potential for the role to become permanent at the end of that time. The role in an onsite role, based 5 days a week (Monday to Friday) at the Shaftesbury Theatre.

• Manage the Company’s diary management software system to ensure entries are consistent and correctly formatted.
• Work in close liaison with the Senior Management team in managing and delivering an effective and efficient level of administration
• Respond to all event enquires, passing on to the Executive Assistant, Operations Director or Chief Executive as appropriate.
• Support the Executive Assistant in the delivery of all events
• Oversight and on the day event management of some events
• W orking as a team with the Executive Assistant and Operations & HR Coordinator provide support and cover during busy times, or team absence

• Provide an efficient and welcoming administrative service to the public, artists, producers and managements visiting and working at the Theatre.
• Be the first point for all enquiries of an administrative nature.
• Provide informed and accurate information to the public, in person, on the phone, by letter or electronic communication.
• Manage all office equipment for the efficient operation of the administration functions. Ensuring adherence to operational procedures, effective routine maintenance, cleaning and implementation of any agreed programme of replacement.
• Order stationery, tea, coffee and milk for the offices
• Manage all mail, both incoming and outgoing, efficiently to ensure that all correspondence is dealt with appropriately, speedily, and accurately with attention paid to the highest standards of presentation.
• Ensure the organisation archive is kept up to date, including at the Orpington store

• Create and update content across website, social media channels (e.g. Facebook, Instagram, Linked In, You Tube, Ticktock)
• Ensure all material and copy is in line with our brand guidelines
• Ensure all digital displays, print displays and signage in venue are up to date and impactful, and in line with brand guidelines
• Take photographs for digital channels, and maintain a digital archive of photos and videos
• Monitor and respond to audience comments and questions on social media
• Create and send communications using email marketing software
• Work closely with the Executive Assistant to support delivery of the rebrand, including resign, signage, web copy, social media and event planning.

• Act as the Operation Director’s first point of contact, establishing strong working relationships and effective communication across all teams within the Shaftesbury Theatre and external, often dealing with sensitive information knowledgeably and…