Executive Assistant

This is a Full Time Job

Position Summary:
•Provides administrative support for the President and other staff as assigned.

Position Duties and Responsibilities:
•Schedules, arranges and coordinates meetings, receptions and travel.
•Screens phone calls and organizes mail.
•Composes and/or transcribes correspondence.
•Organizes and maintains filing system.
•Handles organizational details for Board meetings, including transcribing minutes, correspondence and materials.
•Corresponds in a timely, pleasant and professional manner with all constituents (Board members, staff, artists, volunteers, customers, government officials/agencies, other arts organizations, vendors, etc.).
•Sets occasional organization meetings (including All Staff Meetings, Holiday Party, etc.).
•Performs basic functions of various internal systems including Tessitura (ticketing).
•Serves as back-up to receptionist to maintain the office, furniture, supplies and non-computer equipment.
•Serves as back-up to receptionist to order and distribute supplies; place and/or coordinate all orders for goods and services and manage within the budget.
•Maintains confidentiality of all information
•Flexible schedule required to provide coverage for critical business situations. Work may be performed outside of normal business hours. Meetings with Board of Directors, associates and clients may require participation during lunch or dinner hour(s).

Minimum Experience and Qualifications:
•Minimum three (3) years executive administrative experience or equivalent.
•Detail-oriented. Able to produce an accurate, high-quality work product.
•Flexible. Able to work in a fast-paced, changing environment.
•Excellent verbal and written communication skills.
•Self-motivated and pro-active in identifying and meeting organizational needs.
•Service-oriented.
•Familiarity with making travel arrangements (booking hotel, air, car rentals, etc.)
•Proficient in Microsoft Office products, especially Outlook
•Proven ability to manage multiple outstanding tasks and/or projects.
•Proven ability to work under pressure while maintaining composure and a pleasant demeanor.

Minimum Education Requirements:
•High School Diploma or GED.
•Associates degree in related field preferred.