Executive Coordinator: The Pew Center for Arts & Heritage

The Barnes Foundation•Philadelphia, PA

4h•Hybrid

About The Position

The Executive Coordinator is responsible for facilitating the work of The Pew Center for Arts and Heritage (the Center’s) executive office. The Executive Coordinator provides critical day-to-day administrative and logistical support, scheduling and organization.

Requirements

An Associate’s or Bachelor’s degree or its equivalent and 3 years of full-time experience in administrative work.
Advanced proficiency with the use of Microsoft Word, Excel, Outlook and Teams.
Systematic thinker with superior organizational skills and proven success in creating and maintaining efficient administrative processes.
Effective interpersonal skills to successfully interact with the Center’s constituency, coworkers, and external consultants.
Skill in analyzing information and situations to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications.
Effectiveness working independently and as a team member.
Ability to prioritize multiple projects in a busy environment accurately, efficiently, and with a high level of attention to detail, balancing and satisfying competing deadlines and personalities, maintaining professionalism under pressure and in sensitive and difficult situations.
Respect for the needs and issues of non-profit organizations and artists is required, while clearly understanding the appropriate boundaries between Center staff and its constituents.
You’ll need the ability to exercise a high level of discretion and confidentiality in interactions with both internal and external people concerning all work-related information, and with understanding of the Center’s unique relationship to The Pew Charitable Trusts.
Judgement to know when to ask questions, when to take initiative.

Nice To Haves

Familiarity and experience with arts and culture, hospitality industry and travel are preferred.

Responsibilities

Manage the Executive Director’s calendar to assure it is up-to-date and considerately arranged. Monitor the Center’s main calendar to stay apprised of activity and look for conflicts with the ED’s schedule. Maintain an efficient calendar of grant-making panels and other high-level Center events, communicating these schedules to colleagues at The Pew Charitable Trusts, as requested.
Keep hardcopy and electronic files current for the Executive Director; maintain an organization system for paperwork and publications within the ED office.
As requested by the ED or CAO, prepare, process, and monitor invoices, check requests, expense reports, and reimbursements in a timely manner. Correspond with vendors and agencies for account information.
Reconcile the Executive Director’s credit card expenses monthly.
Assure arrangements are in place for special events and VIP meetings, including but not limited to, securing meeting rooms, catering, scheduling, and travel accommodations.
Make domestic and international travel arrangements including air, hotel, ground transportation and itineraries for the Executive Director, Center staff and collaborators.
Receive, sort, follow-up and/or distribute all incoming mail for Executive Director; prepare outgoing mail and packages.
Carry out administrative procedures while remaining flexible and resilient.
Serve as in-house consultant to Center staff and the Barnes on options for hospitality, food selection, venues, transportation options, etc. for the Center’s internal, external, public and VIP events happening in-person, online and in a hybrid online/in-person format.
Take a lead role on special projects utilizing specific knowledge, expertise, and talent, to support the Center and its programs.
Assist the CAO with the Center’s archive and record retention policy, which includes coordinating offsite storage and maintenance of paper files and their structure.
Oversee the organization of the Center’s file storage rooms and archive of grantee publications.
Oversee the organization and use of the Center’s library.
Other duties as assigned.