Project Assistant - Exhibitions Department

The Project Assistant provides administrative support to the Exhibitions Coordination and Estimating teams, and the wider business. You will work alongside various members of the team to facilitate delivery of projects for UK and international museum clients. Required support may include production of estimates, data entry, booking operational services, production of transport and shipping documentation, client travel arrangements and maintenance of files.

Project Assistants are required to work on a number of project files and tasks simultaneously. You will be allocated tasks on specific projects or an ad hoc basis, and will need to manage your own workload effectively to meet required deadlines. You will gain awareness and understanding of relevant industry legislation, such as Customs Procedures, Export Licencing and Aviation Security, and be expected to apply this to your day to day work. You will communicate with colleagues, clients and suppliers across various platforms to resolve queries and provide required information.

· Set up and maintain estimate and project files

· Liaison with clients, lenders, internal departments and third party suppliers

· Data entry and data management

· Book/arrange courier and staff travel, producing trip itineraries when required

· Use of the Momart art management system to book all internal operational services

· Engagement with finance and storage teams to open sales and/or storage accounts for new clients

· Preparation of documentation related to projects: Export Licences; Customs and Shipping documents; transport paperwork; schedules; lists

· Act as the main client contact to cover coordinator files during times of absence

· Attend department meetings and relevant training sessions

· Collate Proof of Import or Certificate of Shipment documentation for clients

· Liaison with Arts Council England and other regulatory bodies

· Support managers in training of newer staff

· Workload planning alongside other members of the assistant team and reporting back to Coordinators / Managers

· Support Forward Planning and Estimating team with production of estimates and related administrative tasks

· Act as a member of the assistant team responsible for answering calls to the main switchboard, on a rota basis.

· General administrative duties and housekeeping as required

In addition to the above, there may be a need for additional ad hoc support within the business at times of high workload or to help resolve problems.

The salary for this role is £24,000 per annum