Executive Assistant
About The Position
The Executive Assistant will provide high level administrative support to the President/CEO of Hennepin Arts. Through executive support, this role will manage day-to-day functions of the President/CEO, play an active role in creating an inclusive environment, display a high level of professionalism, establish positive relationships with senior leadership, staff, the board of directors, and a wide range of external contacts. The ideal candidate will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
Requirements
- Bachelor’s degree and 5+ years of Executive Assistant experience or similar role; or a combination of education and experience
- Excellent communication skills, both written and verbal
- Ability and commitment to a collaborative and productive work environment that values diversity, equity, and inclusion
- Able to build strong relationships with a wide variety of people (staff, board, and external parties)
- Excellent calendar management skills and ability to coordinate multiple schedules
- Strong organizational and time management skills; able to prioritize, problem-solve effectively with change
- Exercises sound judgement
- High attention to detail
- Proactive, flexible, and resilient
- Able to keep confidential information private and secure
- High level of proficiency in Microsoft Office Suite programs, especially MS-Word, MS-PowerPoint, and MS-Outlook
- Must be able to work nights, weekends and on call, as necessary
- Ability to lift up to fifteen (15) pounds
- Ability to move freely for extended periods of time while navigating multiple levels and areas within a venue
- Reasonable accommodations may be made to enable individuals with disabilities to perform the assigned and essential functions
Responsibilities
- Manages sensitive matters with a high level of confidentiality, discretion, and judgement
- Manages the President/CEO’s calendar; resolve scheduling issues
- Maintains the President/CEO’s office providing day-to-day administration
- Greets President/CEO’s guests, in person, via email, or on the phone; answer or direct inquiries
- Prepares and executes correspondence
- Prepares Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents
- Reads, researches, collects, and analyzes information to ensure President/CEO is fully briefed on all relevant matters and forthcoming meetings
- Coordinates initiatives through managing timelines, documenting action items, and ensure all commitments are fulfilled
- Arranges travel and accommodations for President/CEO
- Assists with developing the agenda for meetings. Attends meetings, taking notes, following up on action items, and maintaining a record of meeting materials. May be responsible for setting up the room, working with IT, and event staff.
- Manages expenses for the president/CEO and ensures expense reports are accurate and submitted on time
- Be responsive to emails, texts, phone calls, with contact outside normal business hours
- Provides general administrative assistance for the president/CEO and leadership team
- Other work as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
