Job: Open City Admin Assistant

Jun 3

Title: Admin Assistant
Salary: £24,000 per annum pro rata
Contract type: Permanent part time contract
Hours: Four days a week

About Open City

Open City is a charity dedicated to making London and other cities more open, accessible and equitable. We help citizens of all backgrounds to understand and engage with how the urban landscape is made, and have a role in shaping its future.

We achieve this in multiple ways

Open City runs a rich public programme opening up dialogue about architecture and the city in creative ways including events, publications, courses and tours throughout the year. Alongside this we create digital content such as films, podcasts and social media, that further opens up the conversations about the city and its future.

Our international network of festivals, Open House Worldwide, unlocks physical buildings and important debate in cities from New York to Lagos for large celebrations of architecture and city-making. In London, the Open House Festival is now in its 30th year and is one of the largest cultural events in the country giving around 250,000 access to buildings and ideas they are normally locked out of while opening the city and the stories behind it.

Open City also runs a number of pioneering education programmes equipping children and young people, particularly from under-represented backgrounds, with skills and routes into careers in city making and design.

Job: Open City Admin Assistant

Open City is recruiting for an Admin Assistant. This new role will contribute to a varied set of projects and tasks across the charity, helping to ensure the smooth operation of Open City and its programmes, in particular the Open House Festival and charity governance.

Key roles and responsibilities

The successful candidate will work across the charity’s programmes supporting the administration of financial, governance and communications tasks and the planning and delivery of the Open House Festival and other important responsibilities including:

Communicating with Open House Festival contributors and helping maintain the festival database.
Supporting Open City’s ecommerce operations and online shop including limited customer service and liaising with suppliers and distributors.
Supporting financial tasks including raising and processing invoices.
Supporting diary co-ordination within the charity including managing the chief executive’s diary and regular trustee meetings with the Open City board.
Supporting the chair and chief executive to compile agendas and papers for quarterly trustees meetings.
Creating and promoting events listings on the Open City website and social media channels in collaboration with the Open City curatorial team.
Organising occasional in-person events such as staff away-days and seasonal events.
Compiling Open City’s email newsletters in collaboration with other members of the Open City team.
Supporting the management of the charity’s payroll, annual leave schedule and internal rotas.
Retaining a well-organised filing system on the charity’s cloud server.

Person Specification

Essential

Exceptionally organised both personally and on behalf of others.
Ability to preempt issues and take steps to resolve them independently.
Confident in basic financial administration including raising invoices and making online payments.
Competent in taking official minutes.
Able to coordinate colleagues’ diaries.
Experience in social media including twitter, instagram and facebook.
Excellent written and verbal communication.
Avid interest in London’s architecture and citizens.
Supportive of colleagues.

Desirable

Some knowledge of architecture and city-making in London.
Some knowledge of the Open House Festival, London’s largest and most inclusive festival of architecture and city-making.
Proficient in basic Adobe Indesign and Photoshop.
Ecommerce experience.
Quickbooks experience.

Flexible Hours and evening events

Open City staff typically work 9.30am until 6pm from Tuesday to Friday, however the charity regularly stages evening events and audio recordings which sometimes require staff to work some hours in evenings. The ability to work flexibly from time to time hours in this role is therefore important.

How to apply

Please send a covering letter of no more than one page of A4, CV to Siân Milliner, Open City’s head of the Open House Festival on sian@open-city.org.uk with the words “Admin Assistant” in the subject of the email.

Deadline

The deadline is midnight on Monday 28th of June with interviews taking place on Thursday the 1st of July at the Open City offices at 2 Clove Crescent, Poplar.