Office Manager – Arts Education Sector

The ideal candidate needs to be confident, driven and positive. A highly organised and experienced professional who enjoys solving problems independently while keeping the Director informed.

This is a fantastic role for someone with a genuine knowledge of art and culture, seriously ready to work in a creative art education environment. You will have an interest or qualification in art, design, fashion or media and experience in talking to UK, EU and international clients.

 

Job Purpose

  • Overviews and sustains a high personal service and communication with London Art Portfolio clients and tutors
  • Maintains professional weekly and seasonal diary planning
  • Manages general office procedures to ensure processes and duties in the office flow efficiently
  • Overviews and follows up tasks to be completed
  • Resolves tasks independently wherever possible
  • Maintains clear records of office expenses by managing invoices and ordering supplies based on the office budget
  • Supports LAP marketing activities, including for example social media, events and database work

 

Key Responsibilities

  • Communicates clearly with international clients
  • Utilises and is willing to expand knowledge of fine art, fashion, textile design, architecture design, graphic design and art education
  • Reception duties, welcome new clients on site, answer incoming phone calls and schedule appointments
  • Follows up on phone calls and contacts as appropriate
  • Independently researches to solve problems
  • Assists marketing with social media and other tasks
  • Manages and answers general emails and postal correspondence with customers and suppliers
  • Negotiates and schedules tutor and student, portfolio course and 1 to 1 bookings
  • Monitors weekly studio calendar, seasonal planning and diary management
  • Books meeting rooms
  • Processes expenses and invoices
  • Creates budgets and orders office supplies
  • Files and archives accurate records
  • Contacts suppliers
  • Manages health and safety as well as fire regulations within the office
  • Negotiates and manages office insurance contracts
  • Manages office subscriptions to magazines, museums, art galleries and online resources
  • Monitors training material and confirms it’s all up to date
  • Overviews tutor and student session material and confirms it’s all up to date
  • Negotiates new customer accounts and contracts
  • Arranges travel and accommodation plans for the director when required
  • Manages the customer complaint procedure
  • Organises and audits the company’s systems, databases, and procedures
  • Prepares weekly and monthly reports for the director
  • Provides administrative support for the director as needed
  • Takes care of payroll procedures and processes customer orders

 

Skills

  • Prior Office Management experience preferred
  • Proficiency in Microsoft Office including high-end Excel spreadsheet skills
  • Excellent communication skills, both verbal and written
  • Exceptional organisation skills
  • Professional telephone manner with UK and International clients
  • Appropriate mathematical skills
  • Ability to analyse data and accurate entry skills
  • Ability to perform under pressure
  • Excellent customer care skills
  • Ability to maintain strict confidentiality
  • Ability to prioritise effectively
  • Keen attention to detail
  • Excellent time management skills
  • Reliable and Dependable

 

Desirable Qualifications and Skills

  • BA or MA in art, design, media or art education and management
  • Adobe Creative Suite skills such as Photoshop and InDesign
  • WordPress website skills
  • Additional language

 

How to Apply

To apply, please e-mail your C.V. with a clear personal statement outlining your suitability and interest in becoming the Marketing Executive at LAP. State clearly what kind of qualities you could bring to LAP.
Please email to: info@londonartportfolio.com.

  • Three-month initial period
  • Possibility of permanent contract depending on erformance
  • 35+ hours per week
  • Salary (post three month trial): £21,000-£26,000 – depending on experience; future promotion potential

 

About London Art Portfolio

London Art Portfolio offers art and design portfolio preparation courses and 1-1 Tutorial support for University applications at all levels, i.e. pre-degree, graduate and Masters applications. LAP welcomes beginners, career change applicants, Gap Year students and school pupils. In addition, we design personal development programmes and mentor professional designers and artists.

Julia Dennis, the founder and director of London Art Portfolio, is a professional artist who has taught Fine Art and Design in the UK, Italy and Papua New Guinea in Further and Higher Education art institutions for more than 30 years.

The LAP tutor team offers a dynamic, diverse range of highly qualified professional artists and designers in fine art, fashion design, textiles graphic design, 3D and Architecture design to support and direct our students. Many have won international awards and are highly experienced in the development and preparation of successful portfolios.
 

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