Maternity Cover: Head of Operations

PURPOSE OF THE ROLE

• To work with the Directors and team to create and ensure a welcoming and professional environment at our newly opened Asymmetry HQ
• To manage and coordinate the smooth day-to-day running of our operational, financial, and administrative tasks and needs
• To provide critical knowledge and structural support towards the organisation of our events

RESPONSIBILITIES

General administration

• Lead on high-level administrative affairs related to this post, including submitting annual return to Charity Commission, management of visa sponsorship license, etc.
• Contribute to all necessary reporting on the work of the foundation such as annual reports, trustee meetings and minutes, etc.
• Coordination and execution of finances using Xero, including requesting quotes, invoicing, processing payments, staff expenses, and general management of book-keeping for external accounting and auditing
• Develop and manage workplans and timelines as needed to ensure that Asymmetry meets and completes projects and tasks on time
• Facilitate and input into project planning and strategic thinking
• Record organisational processes and maintain a ‘data-trail’ and copies of work in keeping with good filing practices
• Office and Building Management
• Management and maintenance of the physical space at our HQ, a multipurpose space in a RIBA-nominated modern building, in London Fields
• Management of furnishment, lease agreements, insurances for employees, public health and safety, risk and liability, etc
• Management of the day-to-day running of the building, including overseeing maintenance and repairs; maintaining an inventory of supplies including the ordering and stocking of stationery, furniture, technical equipment, kitchen, and cleaning products as required

Management of contacts database CRM

• Organisation of administrative processes including the online and hard copy files such as Fellow and Scholar records, staff records, postage, and shipping organisation, etc.
• Providing a first point of contact for visitors and general enquiries via email, phone and post
• Workplace, residency and public programme support
• Coordination and management of itineraries of Fellows and Scholars, serving as information point for their questions regarding travel, visa, arrival, transfers, accommodation, health insurance, etc.
• Working with the team to ensure smooth arrivals and departures of Fellows and Scholars, including short residencies at the HQ, general organisation, welcome packs, introductory tours, and provision of any additional travel equipment
• Coordination and support in organisation and execution of events that include networking events, dinners, frame programmes, such as talks, screenings, etc.
• Arrange hospitality needs for events including catering, equipment hire, travel and/or reservations
• Management of logistics, such as hotel, transport, and dining arrangements for networking, receptions, dinners, and parties etc

Team Management

• Work as part of the team in the day-to-day running of the foundation; taking on tasks that might be outside this specific job role when needed
• Upward-manage the team, ensuring that objectives and deadlines are reached within the appropriate context
• Line manage any temporary or junior staff, especially for events
• Prioritise work that has ‘knock-on’ effect on others in the team and organise duties around other competing tasks

REQUIREMENTS

• Up to 2-3 years of voluntary or professional work experience in a relevant capacity or the motivation to learn new skills quickly
• Proficient computer and software skills, such as Mac, Microsoft Outlook (email and calendar), Microsoft Office, Xero Accounting, Artlogic, Dropbox, Zoom and Adobe Acrobat.
• Excellent organisational and communication skills and the capacity to multitask under time pressure
• Knowledge in managing and supervising finances, budgets, and book-keeping
• Good people skills, flexibility, adaptability, and the ability to work pro-actively and independently, to take initiative and be resourceful
• Demonstratable interest in contemporary arts and culture, acquired through either working or volunteering in a visual arts organisation or through personal interest
• Current holder of an appropriate UK/EU passport or a UK work visa with the right-to-work

ABOUT ASYMMETRY

The successful candidate will work in a small but dynamic and active organisation, within a small but supportive team with very close contact to our network of Fellows and Scholars, our partner institutions, and their practitioners, including curators, writers, critics, scholars, and artists.

The candidate will vitally contribute and shape the foundation’s vision, mission and values, while promoting our meaningful work to advance a more inclusive and global understanding of contemporary art and curatorial practice.

Our newly opened Asymmetry HQ is a multipurpose space, based in a RIBA-nominated modern building in London Fields, and offers an excellent environment for teamwork and team building where many of our internal and external will take place.