Job Description

Job Description

Our client, an art non-profit Midtown Atlanta, is seeking an Executive Assistant for a direct hire role.

The EA provides support to the President & CEO through completion of special projects and reports, calendar management and scheduling, preparation for and transcription of meetings, email/phone correspondence, filing, travel logistics and other special events and duties as needed. They will also be a liaison to Board members and key constituents and the greater community.

Due to the nature of this position, must be able to also work required hours which may exceed or be different from regular office hours (e.g. committee meetings or project deadlines).

ESSENTIAL RESPONSIBILITIES:

Administrative:

• Develop and maintain working knowledge of the duties and responsibilities of the President.
• Assist in maintaining continuous quality communication with Staff, Board, and Community; drafting communications on behalf of the President.
• Set-up and coordinate with others all aspects of the Executive Office, including: filing system (paper and electronic), contact information and databases, scheduling systems, expense accounting systems and other electronic information systems.
• Manage the President’s schedule, scheduling appointments and coordinating with others.
• Answer all incoming telephone calls, maintain phone log and transfer information as appropriate; Initiate appropriate action on calls, and prioritize calls for President.
• Collect President’s mail daily; screen, prioritize and draft appropriate responses to incoming correspondence; coordinate with others as appropriate, i.e. correspondence for Senior Staff response(s).
• Review emails daily that are “red flagged” by the President. Review them the next day with the President regarding further action.
• Assist the President with activities and correspondence connected to external work, including memberships in professional organizations and other national and international industry organizations.
• Manage President’s and senior leadership’s travel and accommodations; maintain CEO’s expense reports.
• Assist with coordination of speaking engagements for the President.
• Manage executive office and board room scheduling

Donors, Patronage & Special Events:

• In coordination with the Advancement staff, senior leadership, and Board volunteers, schedule, coordinate, and arrange cultivation opportunities for the President, to include concert attendance and hospitality arrangements.
• Arrange patron acknowledgements and draft congratulatory communications.
• Follow through with all details regarding special events of the President’s Office.
• Coordinate President’s sponsorships of fundraising events
• Create and distribute auction packages and donations from President’s office

Project Research & Support:

• Provide Executive Office with project research, coordination and follow through.
• Prepare PowerPoint presentations.

QUALIFICATIONS:

Education and Experience:

• Bachelor’s degree from a four-year college or university.
• 10+ years of executive administration experience assisting top executives or an equivalent combination of education and experience.
• Experience with and ability to accurately transcribe from recordings required.
• Experience with and ability to write and proofread own work required.
• Familiarity with and a desire to work in the Arts is preferred.

Additional Skills and Abilities:

• Must display professionalism in all settings.
• Must be a self-starter.
• Ability to manage/handle multiple tasks and to thrive in a fast-paced and demanding environment.
• Impeccable organizational, time management, attention to detail, and keyboard skills.
• High level of proficiency with Microsoft Office Suite, including PowerPoint, is required.

Language Skills:

• Excellent written and oral communication skills.
• Outstanding interpersonal skills with ability to successfully interact and work with a diverse group of people.
• Must possess a positive and personable demeanor and be able to relate well with a diverse population.

Mathematical Skills: Exceptional mathematical aptitude required, with an emphasis on accuracy.

• Able to manage departmental budgets, expenses, and expense accounts.

Reasoning Ability:

• Ability to solve practical problems and prioritize needs in a variety of situations where standardization is limited and an immediate decision is necessary.
• Ability to interpret a variety of instructions in written, oral or schedule form.

Base Salary - $85,000-$90,000. Final determination of salary will be based on an evaluation of experience, education, budget, etc.

Job Tags

Similar Jobs