The Administrative Assistant works collaboratively with the staff and Board of Trustees to support Artist Trust’s mission and represent its values when interacting with the community. This position will focus on supporting the organization by acting as the main point-of-contact for the administrative functioning of the office and ensuring daily operations are running smoothly and efficiently. This includes assisting the Chief Executive Officer and Finance and Operations Manager through a variety of administrative duties, such as meeting planning, preparing and filing documents, data entry and IT assistance, and corresponding with staff and board.
Reports to: Finance and Operations Manager
This is a full-time exempt position at 32 hours/week, with an annual salary range of $25,600-$29,600 DOE.
Time Commitment: FULL TIME (EXEMPT) @ 32 HOURS/WEEK
Responsibilities:
PRIMARY DUTIES INCLUDE
• Greet visitors, manage incoming phone calls, and assist staff with daily needs.
• Maintain inventory of and purchase office supplies and technology.
• Troubleshoot basic issues with technology, office equipment, and facilities, and coordinate with external vendors if necessary.
• Complete data entry tasks, organize and implement file storage systems, and facilitate database improvement projects.
• Provide HR support to Finance and Operations Manager, including office orientations and paperwork for new hires and interns.
• Provide clerical and bookkeeping assistance to Finance and Operations Manager.
• Maintain organization calendar, schedule appointments, and coordinate internal meetings and events as necessary.
• Act as a liaison to the Board of Trustees, including meeting scheduling, correspondence, preparation and distribution of materials, Board website maintenance, and information tracking.
• Attend and assist in organization of 3 Board Meetings and 1 Board Retreat which occur annually outside of the regular Monday – Friday work week (usually on Saturdays; Board Retreat on Saturday and Sunday), including IT setup, and coordination of location and catering.
• Attend and take minutes at Board, Executive Committee, and Finance Committee meetings.
• Assist Chief Executive Officer with scheduling and administrative tasks.
• Participate in weekly staff meetings and periodic planning retreats.
• Other duties as may be required.
Required Skills and Qualifications:
DESIRED ATTRIBUTES
• Passion for and commitment to Artist Trust’s core mission and goals.
• Highly organized and detail-oriented.
• Adaptability, ambition, creativity, and innovativeness.
• Proven teamwork and collaboration with humor and an unstoppable penchant for success.
• Excellent communication skills; a readiness to share information; an approach that seeks, values, and incorporates advice.
• Emotional intelligence and cultural competence.
• Passion for and commitment to racial equity in the arts.
• Decisiveness and resourcefulness with the ability to adapt to rapid change, to anticipate and act quickly on opportunities.
• Availability for occasional evening/weekend meetings and events.
REQUIRED SKILLS & EXPERIENCE
• Some experience in an office setting providing support and/or administrative assistance, preferably in a not-for-profit setting.
• Resourceful problem-solver with can-do attitude.
• Friendly and able to work with a variety of people.
• Strong computer skills, including Microsoft Office (Excel, Word, & Outlook); Salesforce or similar CRM/database; and digital communications, and a willingness to learn new technology.
• Bachelor’s Degree or equivalent experience preferred.
Benefits:
Generous paid vacation and sick leave. Eligible for group medical, long-term disability, life insurance, and employer-matched retirement plan.
To Apply:
Submit a cover letter and resume to Hiring@ArtistTrust.org with the subject ADMINISTRATIVE ASSISTANT. Preference given to candidates applying by 9am on November 26, 2018. No phone calls or contacts through social media.
https://artisttrust.org/index.php/about/jobs#standing_committees_of_the_board
Artist Trust is an equal opportunity employer and complies with all EOE and ADA requirements. We are committed to employing a racially diverse workforce. People of color are strongly encouraged to apply.
