Executive Assistant – National Horseracing Museum

Part time role – 22.5 hours per week working days to be agreed – 08.30am to 5.00pm

The role

NHRM is looking for administrative support for the Director on all matters relating to the successful operation of NHRM. The role will be based at NHRM in Newmarket.

Reporting to

The Executive Assistant will report directly to the Director.

Key responsibilities

The postholder will be required to:

• Support the Director in Trustee and Team Liaison
• Organise regular meetings which include the Trustees and the Finance, Fundraising and Commerce Committee.
• Co-ordination, compilation and distribution of papers prior to the meetings
• Minute taking, transcription and circulation of minutes to Trustees and committee members.
• Field enquiries by email and phone to the relevant department or manager
• Support the Senior Management Team with all administration requirements
• Organise regular meetings with Senior Management and Staff as required and manage agendas, minutes and reports for the above
• Arrange meetings with internal and external personnel and facilitate these where appropriate
• Implement systems where required to ensure the smooth running of the office and team and keep records as required
• Manage all in-house HR including advertising, recruitment, contracts and other new starter requirements and maintaining records
• Manage the annual leave calendar for the team
• Assist with organising staff events (Summer BBQ, Team Raceday, Christmas Party etc.)

Key skills and characteristics

The postholder should have…

• A good working knowledge of Microsoft Outlook, Word, Excel
• Excellent administrative and organisational skills
• Excellent communication skills to a broad range of people
• Discretion and sensitivity when handling confidential information
• A confident telephone manner
• Proficient computer skills, including the ability to edit and merge multiple documents
• The ability to work well under pressure, prioritise workload, multi-task and to meet tight deadlines
• Flexible attitude to work and be a co-operative team player

Desirable but not essential attributes include:

• Experience of working with databases
• An understanding and empathy for museums and the heritage/cultural sector
• A working knowledge of the horseracing industry.

Terms and conditions of employment

Salary: c.£29,250, pro-rata, depending on experience
Hours of work: 22.5 hrs per week
Annual leave: 20 days plus public holidays – pro rata
Notice period: one month following a three-month probation period
Other benefits: contributory pension scheme after probation period, onsite parking

Application process

To apply for this role please submit:

• A full Curriculum Vitae
• A brief cover letter, explaining your aptitude and experience related to the skills outlined in this job description.
• The names and contact details of two referees. References will not be sought without prior agreement.
• Please indicate if there are any restrictions on you taking up employment in the UK and, if so, provide details.

Please send your application to: email: [email protected] or post to Mrs Annette Bell, The National Horseracing Museum, Palace Street, Newmarket CB8 8EP.

Application Deadline: Friday 16 September 2022 – please note that the recruitment process may begin prior to the application deadline.