Executive Assistant at Arts Midwest

Location: Remote, US
Salary: $47,000 Annually
| Full-time
Arts Midwest

Executive Assistant

Department: Administration

Reports to: Chief Administrative Officer

Full-time, fully remote

Salary: $47,000 annually, plus comprehensive benefits package (health insurance, life, dental, vision, retirement savings. Plus PTO, paid family leave, and more.)

JOB SUMMARY

The Executive Assistant is responsible for providing administrative support to Arts Midwest’s President & CEO and Vice President and coordinating all engagement with the Board of Directors and State Arts Agencies. This role thrives on taking initiative, coordinating event details and logistics, managing to deadline, and building relationships. They are part of both development and operational teams who share leadership to achieve specific project and organizational outcomes. This work seeks to advance the vision, goals, and impact of the organization and is rooted in Arts Midwest’s commitment to equity, integrity, and learning.

Responsibilities and Accountabilities

PLANNING + SETTING VISION

  • Support team in identifying and achieving annual goals and strategies that align with the organization’s strategic direction.
  • Share regular reports on task progress and challenges with supervisor.

ADMINISTRATION + OPERATIONS

  • Manages President & CEO and Vice President calendars based on knowledge of organizational priorities.
  • Acts as primary liaison with Board of Directors and State Arts Agency directors, coordinating communications, attending meetings as needed, and stewarding relationships.
  • Leads meeting and event preparation. Schedule, plan, organize, and coordinate in-person and virtual meetings and logistics. Coordinate invitations and registration process, venue selection and set up, and participant experience. Drafts agendas, reports, and presentation materials. Takes and distributes notes.
  • Coordinates travel arrangements for President & Vice President. Makes reservations and compiles itineraries.
  • Develops and monitors contracts with external vendors.
  • Ensures accurate and complete record-keeping in CRM.
  • Participates in budget planning process and reconciliation.
  • Initiates payment requests in compliance with finance procedures.

ORGANIZATIONAL INTEGRATION

  • Collaborates with development team on researching and arranging meetings with donor and partner prospects.
  • Embraces and uses organization’s technology tools and systems
  • Collaborates with IT and other function areas to identify systems and training needs.

DIVERSITY, EQUITY, INCLUSION, + ACCESS

  • Grows personal intercultural competence. Continually develops intercultural competency and seek opportunities for all staff to continue to make change together.

ORGANIZATIONAL CULTURE

  • Works collaboratively across the organization–communicating courteously and professionally and maintaining working relationships with others.
  • Actively participates in staff meetings and in building a positive culture.
  • Represents the organization nationally, regionally, and locally, in the community, with funders and stakeholders, as applicable

CORE COMPETENCIES AND COMMITMENTS

  • Adaptability: willingness to embrace change, test new ideas, and learn new ways of working.
  • Collaboration: eagerness to share resources and work with others toward organizational goals.
  • Fluency with technology: understanding that much of our work occurs in digital systems, which require ongoing learning.
  • Our values and mission: understand and embrace our values and mission, in particular how they reflect our commitment to equity, diversity, inclusion and accessibility.
  • Sharing power: takes on leadership and followership roles.

TECHNICAL COMPETENCIES: KNOWLEDGE, SKILLS, EXPERIENCE, AND ABILITIES

  • Ability to make decisions and solve problems independently.
  • Thrives in organizing time and anticipating, planning, and managing multiple priorities with deadlines.
  • Eagerness to cultivate, build, and nurture professional relationships with key organizational leaders and stakeholders
  • Ability to maintain confidentiality when dealing with sensitive or private information.
  • Ability to represent the organization in the community with a variety of stakeholders.
  • Ability to negotiate contracts and terms of agreements and manage external vendor relationships.
  • Knowledge of meeting planning techniques, and ability to make detailed meeting arrangements.
  • Evaluative skills to review, analyze, and make recommendations around programmatic efforts.
  • Financial skills sufficient to develop, understand, and/or interpret program budgets and financial reports. Knowledge of general accounting concepts and practices.
  • Verbal communication skills and an ability to present information to a variety of audiences. Ability to write at a 9th grade level to draft and proof written material. Reading comprehension skills sufficient to understand varied narrative and financial documents.
  • Knowledge of and ability to operate standard office hardware and software, including customer relationship management systems and web-based software programs.

PHYSICAL AND MENTAL REQUIREMENTS

Physical effort is light, with lifting or carrying limited to 25 pounds intermittently. Work includes making presentations in front of groups. There is pressure associated with project or activity deadlines. Work will require extended use of a computer keyboard and monitor. Work is performed in a fast-paced environment, where interruptions are frequent. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

WORKING CONDITIONS

Work may be performed remotely or in a group office environment. If working remotely, employee will coordinate with Arts Midwest’s IT function to create a remote work setup. This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship. The department head and senior management retain the discretion to add duties or change the duties of this position at any time.

To apply send resume, cover letter and three references to: jobs@artsmidwest.org

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