Administrator and PA to the Directors – Job Description
Principal Objectives
To provide administrative support to the Executive Director, Artistic Directors, General
Manager and the Development & Marketing Manager in all aspects of Cheek by Jowl’s work.
Administration
 PA support to Executive and Artistic Directors, including diary management,
arranging meetings including preparing meeting rooms, and answering
correspondence;
 Research and book travel arrangements, and compile itineraries for extensive UK
and international travel for the Artistic Directors, and Executive Director;
 Act as first port of call for all enquiries into the organisation;
 Provide administrative support for all Cheek by Jowl activities: office running, UK and
international tours, artist development, fundraising management, marketing and
archive;
 Administer all Board meetings: including management of scheduling, attendance,
making travel arrangements, timely circulation of papers and minuting meetings;
 Maintain and manage office and invitation databases, and collate RSVPs to events;
Office Management
 Management of Cheek by Jowl office to ensure smooth and efficient operation;
 Manage IT systems and support services, and be responsible for IT trouble shooting
including Blackberry support for Artistic Directors;
 Manage effective online and paper filing systems;
 Ensure adequate supplies of stationery and office equipment;
 Manage office budget and IT budget;
 Keep the office tidy and presentable and ensure that it is stocked with daily essentials
such as water, tea, coffee etc
Finance
 Code and process all incoming and outgoing payments in liaison with the
Bookkeeper;
 Ensure that payments are made in a timely fashion and, where appropriate, ensure
remittance is issued;
 Ensure that Cheek by Jowl’s invoices are paid promptly and, where appropriate,
chase payment;
 Issue and manage office petty cash and oversee tour petty cash receipts;
 Issue payslips and other payroll correspondence to company members, as advised
by the Bookkeeper/General Manager;
Marketing and Fundraising Administration
 Assist on all marketing campaigns including direct mail, production of images, copy,
print, web and e-marketing; supplying image and copy to venues when requested as
advised by the Fundraising & Marketing Manager;
 Help manage and update social networking sites;
 Help monitor and supply website content including managing the relationship with
web designers and web hosts;
 Manage, update and ensure effective use of marketing/fundraising databases;
 Specific fundraising administration including servicing friends, patrons and
benefactors schemes;
 Assist with the organisation of fundraising events;
Press
 Act as first point of contact for press enquiries/interview requests relating to Artistic
Directors;
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Assist Development & Marketing Manager in administration of any other press
commitments relating to touring company more generally;
Participation
 Organise and manage delivery of UK participation programme, including participation
workshops and pre-show talks for touring productions in liaison with the General
Manager;
 Act as first point of contact for, and liaise with, venues and workshop leader(s)
regarding workshop timing and logistics;
 Ensure payment for the above in line with CBJ policy and the specific requirements of
the Artistic Directors;
 Support Development & Marketing Manager in ensuring CBJ schools policy applied
at UK venues;
Programmes & Merchandise
 Coordinate delivery of UK programme for touring venues, proofing content alongside
Development & Marketing Manager
 Help manage provision of any additional CBJ merchandise available on tour e.g. The
Actor & the Target (in collaboration with Nick Hern Books) and/or playtexts alongside
Development & Marketing Manager.
Rehearsals
 Provide administrative and logistical support to the General Manager & Company
Manager in the lead-up to rehearsals
 Act as main point of contact for rehearsal room administration
Other
 Other activity as may be reasonably required by Artistic Directors / Executive
Director.
 Responsible to Executive Director & Artistic Directors
 Normal working hours Monday - Friday / 10am - 6pm based at Barbican; weekend
and evening contact from Artistic Directors to be expected in relation to their diaries,
especially when travelling.
Cheek by Jowl Structure
Executive:
Artistic Directors – working out of the office
Executive Director – in office Monday - Thursday
Core Staff:
General Manager
Development & Marketing Manager
Archive, Education & Marketing Officer
Administrator and PA to the Directors
Freelancers:
Bookkeeper - 20hrs per month from CBJ office
Marketing/Fundraising Consultants- from own office until August
Designer – from own office
Press Agent - from own office
Website Host – from own office
Casting Director – from own office
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Person Specification
Essential
 Excellent interpersonal skills
 Strong administrative and organisational skills including prioritisation
 Ability to support, and work with, a small team in a pressurised environment
 Ability to manage own workload and work independently
 Confidence and competence in communicating arrangements with Artists, preempting busy periods and reacting flexibly to frequent change
 At least one year’s experience of office-based arts administration
 High level of IT literacy (MS office suite inc. Excel, Access, Publisher, mail merge
process) and IT trouble-shooting
 High level of numeracy and confidence dealing with figures
 Proven interest in drama
Desirable
 Experience of bookkeeping and basic accounting
 Working knowledge of French, Spanish and/or Russian language
To apply
Send your CV and a letter detailing why you would like this job and why you think you are well
suited to the position to: jobs@cheekbyjowl.com
or
Application for Administrator & PA to the Directors
FAO Beth Byrne, Executive Director
Cheek by Jowl Theatre Company
c/o Barbican
Silk Street
London EC2Y 8DS
Please also complete and return the Equal Opportunities form.
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Deadline for Applications is midday on Monday 24 August 2015
Interviews to be held the week beginning September 2015
We require someone to start by the beginning of October 2015
We will only respond to those applicants short-listed for interview.
Cheek by Jowl is committed to equality of opportunity and welcomes applications
from all backgrounds.
Reg Charity number: SCO 13544
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