Share Email Opening Title Executive Assistant  Description Department: Administration Reports To: Executive Director Prepared Date: 6/3/2019 Summary Reporting directly to the Executive Director, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Executive Director. The Executive Assistant also serves as a liaison to the board of trustees and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. Essential Duties and Responsibilities include the following. Other duties may be assigned. Manages Executive Director’s Outlook calendar and independently schedules appointments. Screens incoming calls and correspondence and responds independently when possible. Codes and uploads receipts of Executive Director’s monthly credit card expenses through BBVA SpendNet. Provides support to Chief Financial Officer and Director of Philanthropy when necessary. Manages Main Guest House calendar. Attends Leadership Team meetings to take minutes. Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget. Directs preparation of records such as agendas, notices, minutes, and resolutions for corporate meetings. Facilitates communication with and among Trustees regarding meetings and Board activities, prepares and distributes materials for Board meetings and takes official minutes of Board, Committee, and Council meetings. Facilitates communication with and among former Trustees and Museum advisors regarding Museum functions and activities (e.g. GLM Club) Handles logistics for Annual Members Meeting, including coordination of materials for annual Board election. Works with Executive Director in selection of Luminaria Award recipient. Organizes orientation for new trustees after annual election. Updates Trustee Binder on an annual basis including updating and distributing various board-related documents. Acts as custodian of Museum documents and records. Composes and prepares confidential correspondence, reports, and other complex documents. Creates and maintains database and spreadsheet files. Arranges complex and detailed travel plans and itineraries, and compiles documents for travel-related meetings. Stuffs and mails accounts payable checks and invoices. Provides back-up reception services and mail handling for the Museum. Processes incoming checks for deposit and distribution. Maintains sensitive and confidential information in compliance with our Code of Ethics and Confidentiality policies. Supervisory Responsibilities This job has no supervisory responsibilities but may oversee volunteers and/or interns. ------------------------------------------------------------ This position was opened on June 7, 2019 and does not have a closing date. It is considered open until filled; however, application review will begin immediately. Please understand that if offered a position, you will, as a final condition of employment, be required to successfully complete a pre-employment drug screen and criminal background check.   Position Requirements Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience Bachelor's degree in Business from four-year college or university and three to five years related office experience. Language Skills Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Mathematical Skills Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. Reasoning Ability Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Computer Skills To perform this job successfully, an individual should have a high level of proficiency in word processing, internet, and spreadsheet software. Highly skilled with Microsoft Office applications. Other Skills and Abilities Advanced skills in organization and prioritization, grammar, communication and dealing effectively with a diverse range of people. Knowledge of not-for-profit and administrative management and board structure is desirable. Physical Demands While performing the duties of this position, the employee is regularly required to talk or hear, use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to stand, walk and sit. The employee is occasionally required to climb or balance; stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 35 pounds. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. The above position description reflects a general overview of the responsibilities, reporting relationships and position requirements for this job classification. It is not intended to be a complete description of all duties and requirements that may be inherent in the position.   EOE Statement We are an equal opportunity employer with a strong commitment to diversity and inclusion. For this position, we are seeking candidates who are U.S. citizens or permanent green card holders. We believe that inclusive teams with diverse perspectives are essential to our success and encourage applicants from all backgrounds to apply, within the remit of the eligibility criteria.   Open Date 6/7/2019   This position is currently not accepting applications. To search for an open position, please go to http://ArizonaDesertMuseum.appone.com

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