Executive Assistant

Job Description

ABOUT JOB

our client is seeking a highly organized, proactive Executive Assistant to support the Management Team.

This individual will act as a central point of coordination between the Management Team, staff, Board members, and external partners.

The ideal candidate is organized, detail-oriented, resourceful, and comfortable managing multiple priorities in a fast-paced, mission-driven environment.

Company Requirements

• Support the overall mission of the organization.
• Support and assist with successful progress toward achieving current strategic plan.
• Support the overall Inclusion and Belonging initiatives of the organization.
• Assist customers and/or constituents in a professional and timely manner.
• Lead budget planning and program forecasting for your area(s) of responsibility, if required for the position.
• Travel and field work in the region, if/when required for the position.
• Other duties as assigned or required for successful implementation of responsibilities.
• Acceptance of job responsibility modifications as needed for alignment with any funding, program, or strategic plan modifications.

Responsibilities

Executive Services

• Draft correspondence, agendas, and meeting minutes for South Arts Management Team during committee meetings, speaking engagements, advancement and internal staff meetings
• Conduct research and provide project management for management team
• Contact tracking and communications for before and after trips
• Set appointments and itineraries for the Management Team
• Oversees end-to-end travel coordination for the Management Team, ensuring efficient planning, booking, and execution of all travel-related arrangements.
• Reserving any needed venues and equipment
• Catering services coordination
• Communicating with participants/constituents
• Preparing documents, contracts, presentations and talking points

Required Skills

• Office Administration and Management – Thorough knowledge of business and management principles involved in planning, resource allocation, and coordination of people and resources; Comprehensive knowledge of administrative office procedures and systems
• Customer Service – Thorough knowledge of principles and processes for providing excellent internal and external customer service
• Non-Profit Operations – General knowledge of non-profit operations and related state, federal and local agencies and organizations
• Advancement – General knowledge of non-profit fundraising practices and familiarity with foundation research and grant-writing
• Technology – Knowledge of office electronic equipment, and computer hardware and software
• Accounting/Budgeting – Ability to perform arithmetic, algebraic, and statistical applications.
• Ability to employ economic and accounting principles and practices in the analysis and reporting of data
• Excellent written and oral communication skills
• Exhibits exceptional discretion and professionalism in handling highly confidential, sensitive, and proprietary information.
• Basic knowledge of MS Office, with advanced knowledge of:
• Outlook – scheduling meetings, managing calendars, use of rooms and other advanced functions; also managing, importing and exporting contacts; task management
• Word – document formatting, review options/tracking, mail merge, layout options
• Excel – spreadsheet creation; column and row formatting; data sorting; page formatting, including borders, gridlines, and use of headers and footers
• Basic knowledge of online systems such as:
• CMS – web portal support systems
• CRM – customer relationship management systems, specifically Sales
• Grant tracking systems
• Event/program registration systems

Education & Experience

• Bachelor’s degree in related field
• Three or more years of significant expertise in artists’ community engagement.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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