Executive Assistant to President & Biennale Director

  • Reports to: President, Kochi Biennale Foundation
  • Contract: Full-time, 12 months

Main Duties 

Administrative Support

  • Arranging and scheduling meetings, managing schedule conflicts and preparation of all required paperwork and documents prior to and following meetings. 
  • Drafting of extensive formal correspondence and communications. 
  • Proofreading and formatting documents for Kochi-Biennale Foundation official responses. 
  • Reviewing and prioritising incoming correspondence, including emails. 
  • Ensuring follow up or resolution of actions on behalf of the President & Biennale Director. 
  • Liaising with Heads of Department regarding deadlines and preparation of documents and reports. 
  • Assisting the President & Biennale Director with management of conflicting deadlines. 
  • Researching and preparing meeting agendas and notes. 
  • Primary contact for Kochi Biennale Foundation Trustees
  • Attend Trustee Meetings and write minutes of their meetings, follows up on their decisions and maintain their archives
  • Prepare, review, collate and distribute Foundation reports. 
  • Track and manage the President & Biennale Director budget and reconcile expenses
  • Database updates and maintenance. Manage President & Biennale Director contacts database. 
  • Supporting Artist, Patron, Trustee, Government & VIP, National and International Partners relationships as needed 
  • Supporting President & Biennale Director as required during the Biennale and other busy periods with regards to tickets, guests, media and other requirements
  • Develop and maintain filing systems. 
  • Organise all aspects of itinerary, travel and accommodation and recoupment of expenses for President & Biennale Director. 
  • Preparing presentations for meetings and conferences etc
  • Assist with the organisation of internal events, including casual and formal social events. 
  • Support the Finance and administration team during financial audits 
  • Other duties as required. 

Additional Responsibilities

  • Assisting the Director of Programmes in content creation for KMB Social Media Platforms
  • Assisting all departments of KBF in communication with media as required
  • Assisting the Director of Programmes in the Student’s Biennale as required

Click here to apply.

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