Executive Assistant - External Affairs/Strategic Initiatives

JOB TITLE:
Executive Assistant

DEPARTMENT:
External Affairs and Strategic Initiatives 

POSITION REPORTS TO:
VP of External Affairs & VP of Strategic Initiatives


EMPLOYMENT STATUS
Full time, 37.5 hours per week

MINIMUM QUALIFICATIONS
Associates or bachelor’s degree is highly preferred or equivalent experience.  Strong computer skills including Word, Excel, PowerPoint, Adobe software, and database entry preferred.  Strong verbal and written communication skills.  Experience with Board and donor management preferred.  Proven ability to work independently with careful attention to detail.  Ability to handle phone and in-person conversations of a sensitive nature using tact and diplomacy.  Strong customer service orientation with internal and external constituencies.  Ability to multi-task in a fast-paced environment.  Project management experience preferred and must be able to take initiative, demonstrate strong critical-thinking and problem-solving skills and problem-solve while working with diverse work styles. 

PRIMARY DUTIES AND RESPONSIBILITIES
The Executive Assistant handles the day-to-day office administrative needs of two Vice Presidents (External Affairs and Strategic Initiatives) by preparing correspondences, scheduling meetings, handling phone calls, processing mail, making travel arrangements etc. Assist in all aspects of meeting preparations to ensure the executives are equipped to deliver high-quality support to the Board of Trustees, along with various other Committees. Is professional, polished, and interacts effectively with individuals from all levels of the organization and community including with the Board of Trustees, VIP guests, visitors and patrons to the museum, and staff members.  Creates, edits, and updates reports, letters or emails, and proposals.  Transcribes records of conversations as assigned. Effectively manages highly dynamic calendars. Manages the VPs’ expenses and creates expense reports.  Gathers information as necessary to complete projects. Maintains confidentiality, and serves as back-up administrative support for other executives as needed.

EOE

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