Administrative Assistant to the Executive Office

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.

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 assigned

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