Executive Assistant (Staff Assistant III)
Executive Assistant (Staff Assistant III)
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Job Description
Overview
The Executive Assistant (Staff Assistant III) position This position offers an exciting opportunity for an experienced administrative professional to join a collegial team and provide support to the Executive Director of the Nora Eccles Harrison Museum of Art (NEHMA) at Utah State University. With the recent opening of the Wanlass Center for Arts Education and Research along with increases in attendance programmatic activity board engagement and fundraising this position will join during a pivotal period of growth and will perform various administrative support and secretarial tasks. Additionally it will support improved operations for the NEHMA team and support engagement with the board and key stakeholders. This opportunity is ideal for a seasoned professional who thrives in a fast-paced collaborative environment and is passionate about excellence. Candidates must enjoy working in a mission-driven environment focused on creating impactful learning and social experiences with art for students and faculty of Utah State University as well as K-12 students and the Northern Utah community.
The ideal candidate will be personable proactive organized and discreet. They will frequently interact with high-level donors and senior administrators at the University and should feel comfortable engaging with a wide range of constituents. A sense of humor is also welcome!
Responsibilities
- Managing the Directors calendar to align with organizational priorities.
- Schedule organize and take minutes at Board meetings and staff meetings.
- Prepare review and organize correspondence reports presentations and meeting materials as needed.
- Maintain organized filing systems office supplies and ensure operational efficiency.
- Prioritize tasks effectively managing multiple deadlines with a positive attitude.
- Work closely with appropriate staff to assist with donor meetings correspondence and compiling reports.
- Perform office duties including answering phones directing calls to appropriate parties data entry filing and other general duties as assigned.
- Serve as a liaison with other departments and constituencies in the resolution of matters concerning the activities and operations of the department.
- Greets and directs visitors.
- Sorts screens and distributes incoming and outgoing mail.
- Performs miscellaneous job-related duties as assigned.
- Experience in understanding and reviewing budgets.
- Process receipts to appropriate accounts and track expenses for Executive Director.
- Support the Executive Director with human resource-related tasks.
- Be self-driven with the ability and willingness to take direction and work with others.
- Excellent writing listening and proofreading skills.
- Skilled with basic office equipment including printers copiers and telephone systems.
Qualifications
Minimum Qualifications:
- Bachelors degree OR Four years of experience OR an associate degree/technical training plus two years of office management/supervisory experience
- Demonstrated knowledge of finance and budgeting
- Demonstrated human relations and effective communication skills are also required
Preferred Qualifications:
- Experience working in a university setting
- Proven experience as an executive assistant or in a similar administrative support role preferably in a cultural or nonprofit environment
- Passion for the arts and arts administration (experience in museums or arts organizations is a plus)
Knowledge Skills and Abilities:
- Proficiency in online research Outlook Windows Word Excel Power Point and Adobe Acrobat a must
- Excellent customer service skills
- Excellent organizational time-management and multi-tasking skills
- Excellent written and verbal communication skills with experience drafting high-quality correspondence and reports
- A professional diplomatic approach to building relationships
- A proactive mindset anticipating needs and maintaining high standards under pressure
- Ability to handle confidential information professionally and discreetly
- Warm approachable and mature personality with a good sense of humor
Required Documents
Along with the online application please attach:
1. Resume to be uploaded at the beginning of your application in the Candidate Profile under Resume/CV
2. Cover letter to be typed/pasted at the end of your application
**Document size may not exceed 10 MB.**
Advertised Salary
ADA
Employees work indoors and are protected from weather and/or contaminants but not necessarily occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions.
College/Department Highlights
The Nora Eccles Harrison Museum of Art at Utah State University is a site for rigorous inquiry and exchange that encourages the examination of complex issues through the lens of art objects and artistic practice. The Museum has long served as a model for academic art museums by combining creative and intellectual engagement and open dialogue that bridge lines of culture language and lived experience. It also supports the land grant mission of Utah State University in providing extensive learning opportunities and experience with the community and to K-12 schools across the state of Utah. Thousands of visitors annually experience NEHMA with exhibitions and programs highlighting permanent collections works by modern and contemporary artists and objects on loan from institutional partners and private collectors.
NEHMAs permanent collection dynamically supports academic and artistic study inspires new ideas and creative interpretation and provides a space for reflection and conversation for the Museums many audiences. Comprising over 5500 objects this growing body of artworks represents American Art emphasizing art and artists in the western US. With the new Wanlass Center for Art Education & Research opening next year Utah State University is keen to support the Nora Eccles Harrison Museum of Arts dynamic role as a leading 21st-century academic art museum.
University Highlights
Founded in 1888 Utah State University is Utahs premier land-grant public service university. As an R1 research institution Utah State is dedicated to advancing knowledge and serving the public good through innovative research and scholarly activities that are grounded in reciprocal engagement with local regional and global communities. USU prepares students to be active civically engaged leaders who are prepared to address critical societal challenges. Dedicated to providing a high-quality and affordable education USU remains a leader in research discovery and public impact.
USU enrolls 28900 students both online and in person atlocations throughout the state. Utah States 30 locations include a main campus in Logan Utah residential campuses in Price and Blanding and six additional statewide campuses along with education centers serving every county. USU Online educates students from all 50 states and 55 countries. For over 25 years USU Extension has served and engaged Utahns in all of Utahs counties.
Competing at the NCAA Division I level USU is a proud member of the Mountain West Conference and will join the Pac-12 Conference beginning in the 2026-2027 season. The Aggies long-standing tradition of athletic and academic excellence is exemplified by conference championships in multiple sports reflecting USUs commitment to perseverance and achievement.
Utah State is dedicated to fostering a community where all individuals feel respected valued and supported. We seek to recruit hire and retain people from all walks of life who willchampion excellence in education research discovery outreach and believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be recognized our commitment to employees when they namedUtah State the best employer in Utahin 2023.Learn moreabout USU.
The university provides aDual Career Assistance Programto support careers for partners who are also seeking is committed to providing access and reasonable accommodations for individuals with disabilities. To request a reasonable accommodation for a disability contact the universitys ADA Coordinator in the Office of Human Resources at or.
*updated 02/2025
Notice of Non-discrimination
In its programs and activities including in admissions and employment Utah State University does not discriminate or tolerate discrimination including harassment based on race color religion sex national origin age genetic information sexual orientation gender identity or expression disability status as a protected veteran or any other status protected by University policy Title IX or any other federal state or local law.
The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USUs non-discrimination policies:
Executive Director of the Office of EquityMatthew PinnerDistance Education Rm. 401
Title IX CoordinatorCody Carmichael Distance Education Rm. 404
Mailing address: 5100 Old Main Hill Logan UT 84322
For further information regarding non-discrimination please visit or contact:
U.S. Department of EducationOffice of Assistant Secretary for Civil Rights
*updated 09/2023
Required Experience:
Staff IC
Employment Type
Full-Time
