Museum Executive Assistant – Part Time

Allentown, GA - USA

Hourly Salary: USD 21 - 23

Posted on: 4 days ago

Vacancies: 1 Vacancy

Job Summary

ALLENTOWN ART MUSEUM JOB DESCRIPTION

Position: Executive Assistant Part Time

Reports To: President and CEO

The Allentown Art Museum is an AAM-accredited museum with a permanent collection comprised of approximately 20000 works of art. For over 85 years The Allentown Art Museum has been a vital arts and educational institution in the greater Lehigh Valley. The mission of the Museum is to enrich the lives of the widest possible audience of visitors by engaging informing and inspiring them through the activities of collecting preserving studying exhibiting and interpreting important works of visual art.

Reporting directly to the President and CEO the Executive Assistant provides support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The Executive Assistant performs as secretary to the Board of Trustees.

The Executive Assistant must be creative and enjoy working within a small entrepreneurial environment that is mission-driven results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations with strong written and verbal communication administrative and organizational skills and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Duties/Responsibilities

President and CEOs Office:

Schedule meetings and manage an extremely active calendar of appointments. Plan coordinate and ensure the Presidents schedule is followed and respected. Provide gatekeeper and gateway role for direct access to the Presidents time and office.
Prepare expense reports credit card statements and invoices for payment; compose correspondence that is sometimes confidential; arrange detailed travel plans itineraries and agendas.
Communicate directly and on behalf of the President with Board members donors funding sources and community executives.
Organizes correspondence; researches prioritizes and follows up on incoming issues and concerns addressed to the President; determines and drafts appropriate course of action referral or response for Presidents reply. Manages a variety of special projects for the President including those of a sensitive or confidential nature.
Maintain current and archived files for President.
Demonstrate leadership to maintain credibility trust and support with members of senior staff; build relationships crucial to the success of the organization.
Provides leadership to build relationships crucial to the success of the organization.
Maintain confidential account and password information for the Museum.
Order office supplies for Museum staff on a monthly basis.
Open daily postal mail and distribute to department mail bins.
Assists with other departments projects or museum groups as needed.

Board of Trustees:

As Secretary to the Board of Trustees will maintain discretion and confidentiality in relationships with all board members.
Working with Board Chair and Committee Chairs schedule all meetings of the Board and Committees.
Working with the Chair request and compile reports agendas and meeting materials; electronically distribute meeting materials to Trustees prior to board meetings.
Attend board meetings may include some committee meetings to take minutes; type minutes for Chairs review.
Maintain current and archived files for the Board of Trustees and Committees.
Maintain Trustee documents
Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters.

Qualifications:

Strong organizational skills; ability to perform and prioritize multiple tasks seamlessly; excellent attention to detail.
Very strong interpersonal skills.
Expert level written and verbal communication skills.
Strong decision-making capability; problem solver.
Emotional maturity
Highly resourceful team-player; ability to be extremely effective independently.
Handle confidential information with discretion

Education and Experience Requirements:

Bachelors degree preferred.
Strong work tenure: minimum five years of experience supporting C-Level Executives.
Experience and interest in internal and external communications partnership and development.
Proficient in Microsoft Office (Outlook Word Excel and PowerPoint) Adobe Acrobat Pro Zoom meetings.

The Allentown Art Museum is committed to providing equal employment opportunities without regard to race creed color national origin sex age veteran status sexual orientation and disability.

Required Experience:

Senior IC

ALLENTOWN ART MUSEUM JOB DESCRIPTIONPosition: Executive Assistant Part TimeReports To: President and CEOThe Allentown Art Museum is an AAM-accredited museum with a permanent collection comprised of approximately 20000 works of art. For over 85 years The Allentown Art Museum has been a vital arts an...

Schedule meetings and manage an extremely active calendar of appointments. Plan coordinate and ensure the Presidents schedule is followed and respected. Provide gatekeeper and gateway role for direct access to the Presidents time and office.
Prepare expense reports credit card statements and invoices for payment; compose correspondence that is sometimes confidential; arrange detailed travel plans itineraries and agendas.
Communicate directly and on behalf of the President with Board members donors funding sources and community executives.
Organizes correspondence; researches prioritizes and follows up on incoming issues and concerns addressed to the President; determines and drafts appropriate course of action referral or response for Presidents reply. Manages a variety of special projects for the President including those of a sensitive or confidential nature.
Maintain current and archived files for President.
Demonstrate leadership to maintain credibility trust and support with members of senior staff; build relationships crucial to the success of the organization.
Provides leadership to build relationships crucial to the success of the organization.
Maintain confidential account and password information for the Museum.
Order office supplies for Museum staff on a monthly basis.
Open daily postal mail and distribute to department mail bins.
Assists with other departments projects or museum groups as needed.