Executive Assistant / Office Manager
About The Position
The Arts Council is seeking a full-time Executive Assistant / Office Manager to join our team. This individual will support the board and staff leadership with administrative services and will report to the Vice President of Advancement. This role will also support basic office management responsibilities, including staffing the front desk at the Indy Arts Council office. The ideal candidate will be a proactive, creative team player with a demonstrated commitment to equity and inclusion, excellent attention to detail and communication, ability to foster meaningful relationships, and has an active interest in Indy’s arts & culture scene.
Requirements
- 4+ years of experience in an executive-level administrative support role
- Excellent written and verbal communication skills
- Exceptional organizational skills and attention to detail with the ability to manage multiple priorities, deadlines, and competing requests
- Demonstrated experience managing complex calendars, scheduling, and meeting logistics
- Comfortable working with and learning new technologies and systems
- Experience with board support, event coordination, and database management
Nice To Haves
- Experience working in a nonprofit, arts & culture, or mission-driven organization preferred
- Arts & culture advocate
- Proactive & resourceful, with strong follow-through
- Warm, professional, and service-oriented
- Exercises sound judgement and discretion
Responsibilities
- Assists with bank deposits, payment requests, expense reporting, and general finance support
- Provides general administrative services and scheduling support to the President/CEO, Vice President of Programs, Vice President of Advancement, and leadership team
- Manages the agency calendar to ensure coordination across the team and with The Cabaret
- Covers the front desk by welcoming visitors and providing excellent customer service in person, over the phone, and via email
- Plans team meetings and celebrations
- Responsible for managing building access/security and parking, coordinating facility maintenance, and technology/equipment service
- Responsible for keeping all shared spaces tidy and usable, including the front desk & office supply area, kitchen/sink/dishwasher, conference rooms, etc.
- Provides support services to the President and Vice Presidents, ensuring excellent communication and responsiveness
- Manages the calendar of the President and Vice Presidents by coordinating schedules, booking meeting spaces, managing technology set-up, and ordering meals as needed
- Acts as board liaison serving as main point of contact for board and advisory members, scheduling and planning meetings, taking meeting minutes, preparing documents, and managing correspondence
- Coordinates and maintains databases
- Tracks and reports donations and issues acknowledgement letters
- Assists with planning, tracking, execution, and onsite activation of agency events including Start with Art, hosted meetings and events at the office, and others, as needed
Benefits
- 100% employer-paid health insurance (medical, dental & vision) for employees
- 5% retirement fund contributions after 1 year of employment
- Generous paid time off and paid holiday schedule
- FSA/DCFSA options
- Access to employee assistance resources
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
