SENIOR EXECUTIVE ASSISTANT / OFFICE MANAGER Full Time NEW

SENIOR EXECUTIVE ASSISTANT / OFFICE MANAGER

(Internal Job Title: GALLERY MANAGER / P.A. CO-FOUNDER)

Main Mission

The Gallery Manager is responsible for the operational, administrative, and event management of Ladbroke Hall.

They ensure the seamless running and presentation of the space, effective budget control, smooth coordination of events, and compliance witth group HR policies.

Gallery Experience (in collaboration with Facility team and Sales team)

• Represent the gallery with visitors, artists, and partners.
• Build and maintain relationships with high-level service providers.
• Strengthen Ladbroke Hall’s reputation as a leading cultural and artistic destination.
• Ensure a consistent luxury experience in line with world-class cultural institutions.
• Provide a warm, professional welcome to visitors, with confident knowledge of the programme.
• Maintain accurate visitor records and ensure the highest standards of presentation throughout the space.
• Supervise the gallery library and bookstore.
• Act as host during events, ensuring a refined and memorable client journey from arrival to departure.
• Oversee the daily operations of the gallery (maintenance, security, front of house, contractors, client experience) in collaboration with Facility team.

Event Planning & Organisation (in collaboration with Event team and Logistics team)

• Plan, organise, and execute events such as private views, VIP dinners, talks, tours, and receptions.
• Communicate Laddbroke Hall event plans to gallery teams and vice versa, ensuring cross-fertilisation and collaboration across programmes.
• Manage high-end service providers (caterers, chefs, florists, musicians, production agencies), ensuring flawless execution.
• Oversee the hiring of additional staff and coordination of equipment or facilities as needed.
• Supervise external space rentals and partnerships, ensuring consistency with the gallery’s brand and standards.
• Working on specific projects as required by the co-founder particularly in events and hospitality, Art week party, booking acts, managing Loic’s private dinners, artist liaison at events, pastoral care.

Personal Assistant Co-founder

• Coordinating all International travel for the co-founder (business and family requirements). This will include complex itinerary planning, VISA preparation and overseeing all travel logistics.
• Expense management for the co-founder and office.
• Booking lunches, dinners with VIP clients.
• Liaising with clients on behalf of the co-founder; collating offers, processing invoices and arranging shipments with the logistics team, chasing funds/payments, arranging repairs, sending offers and private views, arranging home and gallery visits.
• Assisting the co-founder with ad hoc administrative functions and various personal duties.

Administration (in collaboration with Corporate teams)

• Prepare, monitor, and report on the gallery’s budget.
• Control costs and optimise resources.
• Manage insurance, service contracts, and administrative procedures.
• Ensure compliance with group sustainability and regulatory standards (in collaboration with our head of sustainability).
• Collaborate with CTO for IT, security, hardware, and with Facility manager for general office tidying/sorting/upkeep, ordering kitchen and office stock.

HR (in collaboration with Global HR Director)

• Act as first HR contact for the London team.
• Ensure compliance with group HR policies.
• Oversee staff scheduling, absences, and hybrid work.
• Manage onboarding, supervision and offboarding.
• Organise occasional team-building, celebrations or social activities.
• Assisting and coordinating internal communications to UK employees
• Interviewing candidates when required

Essential Skills

• Sharp eye for detail and impeccable presentation standards.
• Entrepreneurial drive to promote Ladbroke Hall’s programme and space hire.
• Excellent interpersonal and communication skills.
• Strong written skills.
• Organisational ability to juggle multiple projects with very little supervision.
• Independence, initiative, and a client-focused attitude.
• Strong background in staff and supplier management.
• Demonstrated ability to manage budgets and meet financial targets.
• Proficiency with IT systems, including CRMs and databases.

Working Hours

Monday to Friday, aligned with gallery opening hours, with flexibility required for evening and weekend events (Time Off In Lieu provided).