Diary Manager and Assistant to the Director

  • Location
    City Of London, Greater London
  • Salary
  • Job type
  • Industry
    Admin and Secretarial
  • External Reference
  • Category
    Public Sector - Public Sector

Diary Manager and Assistant to the Director

Location: London, West Central

Salary: £15.00

Duration: ASAP, currently for 1 to 2 months (high potential of being extended)

Contract type: Temporary

Roles and Responsibilities include:

Main purpose of Job:

  • To provide the Director with effective and efficient management of his diary.

  • To manage the Director's national and international visits.

  • To prepare material for the Director's lectures and presentations.

  • To lead on the coordination of VIP visits to the BM.

  • To manage the Staff Breakfast programme.

Key Responsibilities

Diary management

  • Manage and prioritise the Director's complex and busy diary.

  • Schedule the Director's workload, including meetings and events, to ensure all deadlines are met.

  • Schedule and co-ordinate meetings - making all the necessary arrangements including distributing paperwork, preparing refreshments, booking venues and arranging catering.

  • Commission and collate briefings and papers in advance of meetings.

  • Liaise effectively and confidently with senior people internally and externally.


  • Manage the Director's invitations.

  • Inform colleagues of relevant meetings taking place.

  • Produce documents on behalf of the Director, e.g. power-point presentations.

  • Ensure communications are tailored to suit the audience.

VIP visits

  • Co-ordinate VIP visits to the Museum: constructing visit programme, arranging tours and meetings, making appropriate choices with regard to programme and protocol.

Staff Talks

  • Manage a programme of weekly Staff Talks, in consultation with staff across the Museum.

  • Ensure that the programme is varied and consistent with the Museum's internal communications strategy.

  • Ensure that the programme is well-publicised on the intranet.


  • Co-ordinate honours nominations across the Museum.

Departmental Support

  • Provide effective support to the Director's Executive Assistant.

  • Provide cover for the Senior Administrator.

  • Build and maintain good relationships with key stakeholders.

  • Meet and greet the Director's visitors, prepare refreshments as required.

  • Liaise with other departments, providing support as required.

  • Support with ad hoc duties as part of the Director's Office.

  • Other duties as required by the Governance Manager from time to time.

If you would like to find out more about this position, please upload your most up to date CV. We will contact all short-listed candidates.

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To speak to a recruitment expert please contact Georgia Cottier