Executive Assistant

(fixed term contract) August 2021

Thank you for your interest in the post of Executive Assistant at New Adventures. This post is being recruited via Creative Access.

The contents of the pack include: • information about the company • a job description • a personal specification

Recruitment Timeline

Application deadline: Monday 30 Aug Interviews: w/c 13 Sept Successful candidate joins team: ASAP from offer date

Travel expenses will only be available to candidates who make the second round of interviews.

New Adventures, Matthew Bourne’s award-winning company

New Adventures is proud to be a truly national dance-theatre company, touring across the UK and is Britain’s leading exporter of dance. For over 30 years Matthew Bourne and his company New Adventures have changed the popularity of dance in Britain, creating works that have altered the public perception of what is possible when it comes to telling stories without words. New Adventures is passionate about diversifying the dance landscape and investing in the future of dance, through delivering inclusive projects for people of all ages, abilities and backgrounds, and developing and inspiring emerging artists. In 2015 New Adventures became an Arts Council England National Portfolio Organisation enabling us to grow and develop our work on and offstage.

Since 1986 Matthew Bourne has created 12 full-length productions and a triple bill of short works. This award-winning repertoire has inspired and thrilled millions of people worldwide. Perhaps best- known for its now legendary Swan Lake with its corps de ballet of menacing male swans, New Adventures’ intriguing twists on the ballet classics also include Nutcracker!, Sleeping Beauty, Cinderella, The Car Man based on the opera Carmen and Highland Fling based on La Sylphide set in contemporary Glasgow. Bourne has also been inspired by film and literature in his innovative productions of Edward Scissorhands, Dorian Gray, Play Without Words and Lord of the Flies, which united professional dancers and young men with no previous dance experience. His most recent creation was Romeo and Juliet which premiered in 2019 and saw professional New Adventures dancers perform alongside local casts aged 16-19 from across the UK. It was a huge success and launched the dance careers of many new graduates.

Matthew Bourne’s Romeo and Juliet (Photo: Johan Persson)

Investing in the future of dance and theatre, every year New Adventures engages in inclusive projects with thousands of people of all ages and ability, as well as emerging artists across the UK. Projects have also been delivered in Asia and across the USA. Alongside our productions New Adventures is committed to finding and developing diverse young talent from across the UK. The company has delivered various initiatives, including Swan School, two week-long intensives designed to prepare dance graduates for auditions. The 2018-20 revival of Swan Lake was the first New Adventures production to feature dancers from the young cast of Lord of the Flies. New Adventures continues to work with universities and conservatoires to support the next generation of artists as well as, Overture, an exceptional professional development opportunity for dance practitioners working in communities across England.

As part of our projects and workshop offering, in 2019-20 we had over 22,000 engagements across 507 sessions. We aim to bring inspiring opportunities to children, young people and communities.

REEL Adventures is our newest strand of work created to support the company engage with audiences and young people from across the globe with filmed productions, online workshops, Instagram and YouTube company dance classes, primary school activities and exclusive behind the scenes footage.

Roger Ascham Primary School ‘Dancers in Residence’ (Photo: Alicia Clarke)

OUR COMPANY VALUES

Adventure Since the beginning we have been bold, maverick and adventurous. 30 years on we continue to push boundaries and defy expectations in dance, storytelling and ambition. We are committed to reaching as many people and places as possible through our productions and projects.

Family We have a shared commitment to supporting, developing and investing in all members of the New Adventures company and everyone involved with our work in whatever capacity – performers, creatives, crew, staff, practitioners, audiences, participants, trustees, students, interns, volunteers and partners. We all matter.

Audience Our audiences are why we do what we do. Entertaining and engaging audiences is our passion. We proudly tour to more venues and give more performances each year than any other dance company in the UK. We strive to be widely accessible and welcoming to both our loyal and new audiences.

New Adventures is committed to the promotion of equal opportunities in all aspects of employment, irrespective of race, sex, age, sexual orientation, disability, religion or belief, marital status, civil partnership, gender reassignment or transgender status. Anyone joining the company is expected support and promote this policy.

New Adventures Job Description: Executive Assistant

Purpose Working closely with the Executive Director and Head of Development, the Executive Assistant will support Matthew Bourne’s artistic vision by providing quality administrative and executive assistant support across the Company’s activities and fundraising programme.

Context This is an important role at the centre of the New Adventures team. As well as general administration and PA duties the Executive Assistant will support with cultivation and stewardship fundraising events and the administration of the individual donor and corporate membership schemes.

Responsible to: Executive Director

Key working relationships: Head of Development and Finance and Operations Consultant

Key responsibilities

PA duties • Act as the main point of contact for the New Adventures office • Manage the Executive Director’s diary • Arrange appointments and meetings internally and externally • Book meeting rooms and facilities as needed • Take minutes of Board and other meetings • Book travel and accommodation as required • Meet and greet visitors and provide refreshments

Event organisation • Organise events, training and away days • Organise cultivation and stewardship events in conjunction with the Head of Development and Executive Director • Book event spaces and arrange hospitality • Collate and manage guest lists and organise seating plans in conjunction with the Head of Development and Executive Director • Manage invitations and RSVPs • Meet and greet guests and manage the ticket desk at events • Manage the logistics of an event on the day, liaising with the host venue and catering and beverage providers

Funders and Donors • Support the Head of Development with the administration of the individual donor scheme and corporate membership scheme • Ensure records for prospects and donors are maintained and updated on our CRM • Oversee the delivery of donor benefits such as arranging rehearsal visits, organising tickets and donor crediting on our website and in print • Support the Head of Development in research (including due diligence) of prospects and supporters • Manage partner and sponsor allocations such as hotel rooms and meeting rooms • Support the planning and delivery of an annual public campaign

Administration • Manage the day to day running of the office ensuring that it is always safe, clean and presentable • Oversee the maintenance of office services and equipment • Oversee the office IT facilities, providing basic troubleshooting and liaising with the IT consultant as required • Deal with post and arrange couriers • Keep the office stocked with supplies, such as stationery and refreshments • Liaise with facilities management for any faults, repairs or maintenance • Carry out research as required by the Executive Director • Collate information from colleagues to produce and distribute our internal company diary document • Organise the local storage facility • Help to facilitate better internal communications across the organisation

Data • Maintain and update invite lists and supporter records on the company database • Collate travel and other data from the team for reporting • Draft and support the preparation of reports by providing statistical data, quotes, images and text as required

General • Work closely with everyone at New Adventures to ensure a holistic approach to the work on and offstage • Take an active role in your continuing professional development, identifying relevant training and professional development opportunities • To work at all times in accordance with New Adventures Environmental Policy and Plan and to proactively develop and encourage environmentally sustainable practice • To embody the New Adventures Equality Plan, Dignity at Work Policy and any other policies or plans New Adventures may introduce in the future

Advocacy • Attend premieres, press nights and important company performances and events as required • Always act as an advocate for the company • Attend industry events as a representative of the company • On occasion tour with the company and represent the company at the presenting venues with overnight stays as required

Other • Other duties as reasonably required by the Executive Director and Head of Development

Personal Specification

ESSENTIAL

• A passion for and understanding of the arts and cultural sector • Excellent interpersonal and communication skills and the ability to communicate with ease at all levels • Outstanding organisational abilities, with an aptitude for planning ahead and prioritising effectively • Excellent attention to detail and accuracy • Ability to work with tact, diplomacy and complete confidentiality • Fully IT literate and confident of using Microsoft Office packages • Flexible, approachable and adaptable with the ability to work well within a small team

DESIRABLE

• Previous experience in a PA, EA or Office Administrator role • Knowledge of dance and/or the arts sector • Experience of event management • Experience of working with budgets • Experience of writing clear and accurate minutes

Summary of Main Terms and Conditions

Contract: Fixed term contract for 12 months

Salary: £22,568 gross for the year, paid monthly

Hours of Work: The working week is 40 hours including a one-hour lunch break. Usual office hours are 10:00 – 18:00, Monday to Friday. The nature of the responsibilities is that additional working may be required in evenings and weekends. No overtime will be paid but time off in lieu may be taken with prior agreement.

Location: At the current time the team are hybrid working from home and in the office.

This role will be primarily office based due to the nature and function of the role. We have small offices in London and Farnham and there may also be an element of travel as our projects and events take place around the UK.

Line Manager: Executive Director

Probationary Period: Three months, during which time one week’s notice is required by both parties

Subsequent Notice Period: Two month from both parties

Paid holiday entitlement: 20 days per annum plus the usual statutory bank holidays in England. When possible, the office is closed between Christmas and New Year; this is additional to the annual holiday entitlement.

Pension scheme: If the post holder meets the qualifying criteria they will be automatically enrolled into the company pension scheme which is with NEST. Both the employer and the employee make monthly contributions to the scheme.

Identity checks: The successful applicant will need to provide official documents to confirm that they have the right to work in the UK and undergo a check with the Disclosures and Barring Service.