Executive Assistant, The Arkansas Arts Center

  • 27 Jan 2020 12:01 PM
    Message # 8695602
    John Witek (Administrator)

    Job Title:

    Executive Assistant

     

    Department:

    Administration

     

    Reports To:

    Executive Director

    FLSA:

     Exempt      Non-Exempt

    The Arkansas Arts Center (AAC) is in the midst of an extraordinary transformation with the construction of a new facility located in MacArthur Park, in the heart of Little Rock.  Scheduled to open in 2022, the reimagined AAC will feature state-of-the-art galleries, Museum School, theatre, lecture hall, outdoor event area, and other spaces to host programming, classes, and performances.  The innovative Cultural Living Room, restaurant, store, and landscaped grounds will position the AAC as a cultural hub for Little Rock and the Delta region. 

    POSITION SUMMARY

    Serve as confidential assistant to the Executive Director, providing administrative support to the Director’s office, Board of Trustees, and Foundation Board of Directors. Reporting to the Executive Director, the Executive Assistant will exemplify a professional and collaborative disposition while representing the inclusive culture and values of the AAC.

    A proven relationship-builder with the adaptability to grow, this individual will be collaborative and customer service oriented.  Working in a fast-paced environment, the Executive Assistant will need to work select evenings and weekends and maintain flexibility as priorities and demands shift.

    Oversees the administration of the Director’s Office

    ·         Manages Executive Director’s calendar and schedules appointments. Must have advanced skills in Microsoft Outlook and other scheduling software.

    ·         Screens incoming calls and correspondence and responds independently when possible.

    ·         Organizes all-staff, AAC board, and AAC Foundation meetings by issuing information and/or invitations, tracking responses, arranging with caterer, and preparing all handouts.  Directs preparation of agenda, notices, takes minutes, and resolutions for meetings. Attention to detail is critical.

    ·         Composes and prepares confidential correspondence, reports, and other complex documents as needed.

    ·         Creates and maintains database, spreadsheet files, and presentations for Executive Director. Must be proficient in Excel, Word, and Power Point.

    ·         Maintains institution’s Master Calendar and compiles all attendance numbers and statistics

    ·         Manages all Executive Director travel and institutional memberships

    ·         Assist Executive Director and Senior staff in organizing AAC travel programs.

    ·         Acts as custodian of institutional documents and records

    Supports Director’s Work with Key Stakeholders, including Board, Foundation Board, and Sponsors

    ·         Work with Senior staff and all departments to assemble and edit reports, documents, presentations, exhibition summary packets, including the AAC’s Annual Report

    ·         Supports the stewardship of current donors including mailing cards and invitations and assisting at select AAC events

    ·         Assists with the ongoing maintenance of the AAC database, including tracking board member volunteer hours

    ·         Adhere to all AAC policies, procedures, practices, and core values.  Assume additional projects and duties assigned by the Executive Director 

    QUALIFICATIONS

    Bachelor’s degree and one year relevant administrative experience, preferably with an arts or cultural organization.  Excellent writing and editing skills preferred.