CEO Executive Assistant

ARKANSAS MUSEUM OF FINE ARTS•Little Rock, AR

7d•Onsite

About The Position

The Executive Assistant provides essential administrative and logistical support to the CEO’s Office, ensuring smooth day to day operations. This role manages scheduling, communications, and clerical tasks, enabling the CEO and Chief of Staff to focus on strategic priorities. The position requires discretion, organization, and a commitment to excellence in service to the institution.

Requirements

Minimum of high school diploma.
Minimum of two years of successful administrative or executive support experience, preferably in a fast paced nonprofit or cultural institution.
Expert level proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with databases, accounting software, or agenda management tools is a plus.
Strong attention to detail and ability to manage multiple priorities.
Exceptional written and verbal communication abilities.
Ability to work independently, exercise sound judgment, and prioritize conflicting demands.
Maintains a polished and poised demeanor in interactions with senior leadership, board members, and high level donors, reflecting the values and reputation of the institution.
High degree of tact, discretion, and professionalism in handling sensitive information.

Responsibilities

Manages the CEO’s complex calendar, including scheduling meetings, appointments, and events; troubleshoots conflicts and ensures the CEO is prepared for all commitments.
Serves as the primary point of contact and liaison between the CEO’s Office and internal staff, external stakeholders, and the public. Screens calls, manages email correspondence, and drafts official communications.
Organizes and coordinates staff, committee, board, and special events. Prepares agendas, distributes materials, arranges logistics (rooms, catering, technology), and records accurate minutes.
Prepares, edits, and proofreads reports, presentations, memos, letters, and other materials.
Manages travel logistics for the CEO and senior staff, including booking transportation and accommodations, creating itineraries, and processing expense reports.
Establishes and maintains organized filing systems (physical and electronic), handles confidential information with discretion, and manages public records requests as needed.
Oversees day to day office operations, including supplies, equipment, and coordination with facilities or vendors.
Assists with special projects and initiatives as assigned, conducting research, compiling data, and monitoring progress.
Arrive on time and ready to work, as scheduled.
Maintain an accurate record of time worked using web based time and attendance system.
Work occasional mandatory overtime, as necessary.
Work in a professional and cooperative manner with other AMFA associates and employees.
Maintain a professional, neat, clean, well groomed appearance.
Assist with other duties as assigned.