Executive assistant to Fiona Naylor

Johnson Naylor is looking for an executive assistant to join its team in London.

Johnson Naylor is an interior architecture and design practice based in Clerkenwell, London. Founded in 1990 by Brian Johnson and Fiona Naylor, we have developed a reputation for delivering inventive, contextual and elegant design. Working from first principles, our approach is collaborative, rational and open.

We are looking for an executive assistant to our founding partner, Fiona Naylor, to join our practice. They will be responsible for overseeing the day-to-day running of Fiona’s calendar, a wide range of high-level administrative tasks including executive communication, assisting and coordinating with the studio manager and undertaking ad hoc tasks where necessary. An ideal candidate must be prepared to work in a fast-paced environment and possess the ability to be flexible in many different situations. You may also have knowledge and experience of working in industry and some/good understanding of the design industry you will be working in.

KEY TASKS – on a daily basis:

• proactively managing the partner’s complex and flexible diary, assisting Fiona to maximise her time productivity, such as advising on upcoming commitments, prioritisation, managing regular changes and dealing professionally with competing meeting requests
• managing information flow in a timely and accurate manner
• managing the online filing systems, mailing list and contacts database, taking telephone messages and dealing appropriately with incoming and outgoing emails/posts.
• preparing draft letters and emails, creating agendas for meetings and proofreading and responding to correspondence
• keep and maintain an accurate record of papers and electronic correspondence
• working directly with high-level employees
• maintaining strict confidentiality
• sustaining a level of professionalism among staff
• liaise with other staff members on behalf of the partner
• make travel and accommodation arrangements
• solve simple IT problems and contact the IT department when necessary
• review ad hoc invoices and manage payments

KEY TASKS – Peter Marlow Foundation:

Fiona Naylor is the chair of a photographic charity, Peter Marlow Foundation (PMF). Therefore there are items that are the responsibility of Fiona’s executive assistant.

PMF encourages, examines and celebrates the photography of humanity, its impact and legacy. From 2024 it will do this from a gallery based in Dungeness, Kent, housing an extensive archive and library and offering workshops, exhibitions, residencies and talks to schools, the public and professionals.

• social media/website
• liaising with Magnum Photos on behalf of Peter’s estate
• coordinating with external exhibitions and contributing copy and image selections
• event planning

Build project coordination:

• planning application
• liaising with the project architects, project manager and other members of the construction team

Exhibition project management and coordination:

• touring exhibition, Peter Marlow ‘The English Cathedral’, a collection of photographs by Peter Marlow of all 42 English Anglican cathedrals
• applications of interest
• proposal drawings/recce cathedrals
• press releases and PR management, working alongside each individual cathedral
• managing the exhibition calendar/overseeing installs and deinstalls
• producing promotional illustrative media and copy
• creation, overseeing production and distribution of commercial merchandise
• applications for additional grant funding

General charitable management:

• quarterly trustee meetings to review PMF’s progress, achievements and goals for the next quarter
• charity annual reports: produce the copy and formulate final design
• creation and applying policies: code of conduct, finance policy, general management
• charity commission and companies house administrative and legal requirements
• directly reporting to the chair of the foundation, Fiona Naylor

GENERAL KEY SKILLS:

• excellent communication and interpersonal skills
• professional and friendly demeanour
• thorough attention to detail
• self-motivated but able to work as part of a team
• computer literate with strength using Macs
• experience with Google Suite
• exceptional organisational skills
• knowledge of Adobe Suite preferred
• discretion and confidentiality
• ability to prioritise, remain focused and enjoy a busy diverse role

This is a full-time position based at our studio in Clerkenwell.