Overview:    

SUMMARY:

Provides high-level and confidential administrative support for President including managing calendar, scheduling meetings and coordinating travel. Additional responsibilities include maintaining office files and records, preparing and editing correspondence, reports, and presentations as well as managing calls, emails and mail. 

Qualifications:    

Bachelor’s degree in business administration preferred or equivalent work experience. Minimum of two years in administrative support, nonprofit organization preferred. Excellent written and verbal communication skills. Strong time-management skills and an ability to organize and coordinate multiple concurrent projects. Proficiency with office productivity tools (such as Microsoft Office Suite, donor database software and Canva) and an aptitude for learning new software and systems. Blackbaud database software experience a plus. Flexible team player, willing to adapt to changes and unafraid of challenges. Maintain professionalism and strict confidentiality with all materials.

Job Responsibilities:   

1. Manage scheduling for President, including agendas, mail, email, phone calls, and other logistics including conference room management.

2. Coordinate multidepartment scheduling and internal calendar management, as well as content and flow of information to Senior Executive Staff.

3. Manage travel logistics and activities, including accommodations, transportation, and meals, for President.

4. Provide administrative and office support, such as typing, meeting transcription, PowerPoint, spreadsheet creation, and maintenance of filing system and contacts database.

5. Organize internal communications and plan internal meetings and events, such as Executive Staff meetings and annual retreat, staff appreciation events, and all staff meetings.

6. Assist in philanthropy record management, including donor data entry and database maintenance, processing gift acknowledgments, and conducting donor research.

7. Assist in managing BOT meetings including preparing presentations, scheduling, room set ups, recording, and distributing meeting minutes. 

8. Act as liaison with BOT members and committee members.

9. Perform general office duties such as ordering supplies, managing Museum wide subscriptions, and maintaining digital and paper records.

10. Assist the President with special projects and initiatives as needed.

11. Performs other duties as assigned and qualified.