Department: Administration

Position Type: Full Time

Hourly or Salary: Salary

Pay range: $50,000-$65,000

Overview

Reporting directly to the CFO, the Executive Assistant provides executive-level support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Essential Job Functions / Executive Support

• Completes a broad variety of administrative tasks including: managing extremely active calendars of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; placing phone calls; handling all incoming/outgoing mail; and processing documents for signature/approval.
• Plans, coordinates and ensures schedules are followed and respected. Provides a "gatekeeper" and "gateway" role, creating win-win situations for direct access to their time and office.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Communicates directly, and on behalf of the CFO, with all internal and external individuals including: the public, employees, donors, boards, visitors, callers, etc.
• Provides a bridge for smooth communication with internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the CFO to keep them well informed of upcoming commitments and responsibilities, and following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping them updated.
• Responsible for scheduling, managing, and maintaining the complex calendars including approving and prioritizing all meetings, resolving conflicts, proactively scheduling important meetings with internal and external individuals, and RSVPs in response to all incoming invitations.
• Fully coordinates meetings, including Board-level meetings, assisting in the preparation of materials for presentations, handouts, and correspondences. Records, transcribes, and circulates minutes of board and board-related committee meetings.
• Provides administrative assistance to the spouses on scheduling and informational support for museum-related business and events.
• Makes all travel arrangements for the CFO.
• Handles all reimbursements, purchase orders, and check requests on behalf of the CFO. Creates and submits annual departmental budget for approval and monitors it monthly.
• Maintains files and other records and documents.
• Works on special projects on behalf of the CFO.

Essential Job Functions / Project Management

• Coordinating with cross-discipline team members to make sure that all parties are on track with project requirements, deadlines, and schedules.
• Meeting with project team members to identify and resolve issues.
• Submitting project deliverables and ensuring that they adhere to quality standards.
• Preparing status reports by gathering, analyzing, and summarizing relevant information.
• Establishing effective project communication plans and ensuring their execution.
• Facilitating change requests to ensure that all parties are informed of the impacts on schedule and budget.
• Coordinating the development of user manuals, training materials, and other documents as needed to enable successful implementation and turnover of the process or system to the end users.
• Identifying and developing new opportunities with partners.
• Obtaining partner acceptance of project deliverables.
• Managing client satisfaction within the project transition period.
• Conducting post-project evaluation and identifying successful and unsuccessful project elements.

Other duties may be assigned. To perform the job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed here and below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• Strong work tenure with experience supporting executives, preferably in a non-profit organization, or equivalent.
• Experience and interest in internal and external communications and partnership development.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

Qualifications

• Must be able to maintain absolute confidentiality, be adaptable to various competing demands, and demonstrate the highest level of guest/member service and response.
• Must be polished and maintain a professional demeanor.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to be extremely effective independently
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Ability to multitask and prioritize.

Physical Demands of Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the position. The noise level in the work environment is usually moderate.