Job Opportunity: Executive Assistant to the CEO & COO

Term: Full time, permanent 
Salary: £28,000 per annum, plus pension
Deadline: Monday 24th October at 12 noon
Interviews: 28th and 31st October 2022
Start date: as soon as possible

Main Purpose of the Role

This is a key position to ensure the smooth and efficient operation of Ffilm Cymru Wales. The post-holder will have excellent communication skills, diplomacy and ability to balance priorities in a demanding role.  It is a stimulating role in a company that is committed to advancing the creative industries and those working in it.

Principal Duties and Responsibilities 

• Supporting the Chief Executive and Chief Operating Officer in their day-to-day work, including managing diaries and travel, whilst tactfully and professionally liaising key partners and stakeholders;
• Conducting research and developing briefing papers for the CEO and COO to support them in their business;
• Liaising with the Chair, Vice Chair and Board to arrange travel, meetings and ensure they have relevant papers and materials on time;
• Processing invoices and purchase orders relating to the CEO, COO or board members;
• Maintaining petty cash records;
• Refining and maintaining filing systems that comply with our data protection policies;
• Managing our (Cardiff based, or otherwise) office – including ensuring adequate supplies, machine maintenance, liaison with our IT service, and security and safety, in liaison with our landlords;
• Accurate minuting of meetings (Board and otherwise, as needed);
• Co-ordinating recruitment for posts reporting to the CEO or COO including receiving and collating applications, responding to access needs and scheduling interviews;
• Maintaining the Accident Book and Health and Safety records
• Responding to general enquiries and redirecting to appropriate team members; 
• Other tasks where reasonably required.

Person Specification 

• Working at a senior level you will be personable, inclusive and tactful in your approach.
• The successful candidate will have at-least 3-years solid experience in a demanding organisational role, assisting at a senior executive, or equivalent, level.
• You will be a self-motivated individual with strong administrative, communication and organisational skills.
• Working independently, you will be adept at prioritising and reprioritising as needed, and work with attention to detail.
• Experience within the creative industries is desirable but not essential.
• The ability to speak Welsh is essential. Welsh learners considered.

We will offer an automatic interview to all candidates who meet our Minimum Criteria for the role and who identify as People of the Global Majority, as Black, Asian or Minority Ethnic or as D/deaf, hard-of-hearing, Disabled or neurodiverse. 

For applicants with access requirements, for example individuals who are D/deaf, hard-of-hearing, Disabled, neurodiverse, and people with sight loss, support is available. Please contact sion@ffilmcymruwales.com