Administrative Assistant to the Executive Office

Job Description

Description:

General Summary of Duties:

Administrative Assistant will report directly to Chief of Staff. The individual in this position will be responsible for the performance of diverse administrative tasks, and special projects, as needed. Candidate must have the ability to work well cross-functionally, including outside consultants and vendors in a professional, efficient, and confidential manner. Successful candidate will be assertive, motivated and have excellent oral and written communication skills. Candidate is extremely organized with the ability to work autonomously, take initiative and follow through. Candidate must demonstrate strong attention to detail, forward thinking to be able to resolve challenges, insight to be able to problem-solve and be able to work independently.

Proof of COVID-19 Vaccination required by the date of hire to be considered for the position

Essential Duties of the Position:

Strong writing skills are a requirement for effective written correspondence, meeting minutes and business reports.

Calendar, Meeting & Event management and support for the Executive Office, setting up meeting spaces with refreshments, meeting materials, managing presentation technology, and breaking down the space after the meeting

Recording of minutes for weekly staff meetings, Board and Committee Meetings, the Annual Meeting, Annual Retreat for the Board of Trustees and follow-up to resolve issues raised at the meetings previously listed.

Make travel arrangements, prepare detailed itineraries and be prepared to address contingencies and last-minute changes

Submit and track internal requests including but not limited to purchase orders; contracts; subscription renewals; Office supplies and equipment ordering

Perform research and summarize findings on various topics and presentations for the Executive Office on material related to Museum business

Pull together presentations for specific meetings based on agenda and audience

Submit requests for assistance with hardware, software and office issues

Act as liaison with others in a professional, effective manner, both internally and externally, including senior executives

Develop, implement and administer departmental office systems and procedures

Ability to work with a broad cross-section of professionals. artists, volunteers, community representatives, government officials and civic leaders on behalf of the President

Customer Service is a priority for the Museum and this individual would be demonstrate that priority in their attitude in dealing with Museum clients, guests and staff.

Use a high degree of judgment and discretion in the handling and maintenance of materials of confidential and/or sensitive nature

Maintain a position of loyalty and confidentiality to the Office of the President & CEO of the Museum

And other duties that may be assignedRequirements:

Required Education and Experience:

Minimum of a bachelor’s degree. Minimum of five years of related experience, preferably supporting executive level staff

Assertiveness to independently prioritize, take initiative and apply sound judgment to the needs of the moment

Strong organizational skills, attention to detail and timeliness, proactive follow-through on tasks; with some expertise in project management

A great demeanor and sense of humor

Exceptional written and verbal communication skills in representation

Proficiency with MS Office applications including Outlook, Word, PowerPoint, and Excel

Must be a fast learner. Competency or willingness to learn Adobe products

Comfortable juggling tasks from the mundane to the more strategic