Executive Assistant


Posted on 08/02/2021

Executive Assistant
First Americans Museum – Application Deadline: Open until filled

POSITION SUMMARY:
First Americans Museum (FAM) seeks a highly organized candidate with excellent people skills for the position of Executive Assistant. The candidate is responsible for a wide range of administrative tasks and provides support to the executive office, including the Director and Deputy Director.  Fundamental to this position is working proactively and balancing multiple tasks.  Strong administrative skills, attention to detail, excellent written and verbal communication skills and a strong work ethic are essential.  The candidate will have tremendous patience when dealing with senior staff, guests, VIPs, donors, and Board members. 

DUTIES & RESPONSIBILITIES:

  • Use considerable judgment and discretion in scheduling and coordinating all meetings, appointments, and conferences for the Director and Deputy Director.
  • Answer and screen telephone calls for the Director.
  • Organize and prioritize information and communications for Executive staff.
  • Type general correspondence and memos, and prepare charts, tables, graphs, etc.
  • Support clerical needs for Executive Office, including preparing staff meeting agendas, meeting notes and summaries, and preparing/sorting mail.
  • Maintain a well-informed knowledge of the exhibitions, programs, and services available at FAM.
  • Assist with FAM special events, activities, and festivals, as needed.
  • Perform other duties as assigned.
  • Greet VIP guests and Board members upon arrival and make them feel welcomed.
  • Must have high level of interpersonal skills to handle sensitive and confidential matters and must be able to demonstrate tact and diplomacy
  • Establishes, develops, maintains and updates filing systems for Executive Office. 
  • Manage travel logistics and process appropriate travel and expense reports for Executive Office personnel.
  • Retrieves information from files when needed.
  • Assist with the preparation of Board and committee meetings.
  • Be a source of information to guests on various matters such as wayfinding, exhibits, activities, programming, and FAM amenities including the café, restaurant, and museum store.

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.

  • Bachelor’s degree in liberal arts preferred.
  • 5+ years administrative experience.
  • Exceptional interpersonal skills.
  • Attention to detail.
  • Excellent written and verbal communication (writing sample required).
  • Good time management and organizational skills.
  • Conflict resolution experience.
  • Patience and good listening skills.
  • Maintain a high standard of confidentiality.
  • Knowledgeable in the use of various types of office equipment including personal computers, copiers, phones, and intercom systems.
  • Knowledge of the use of software applications including MS Word, Excel, and PowerPoint.
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
  • Ability to deal with problems involving several concrete variables in standardized situations.

SUPERVISION:
The Executive Assistant reports to the Director/CEO or other personnel as directed by the Director/CEO.

GUIDELINES:
The Executive Assistant is to adhere to the policies and ethics of FAM at all times. He or she wears appropriate office attire as per policy.  S/he asks for assistance on any matters not covered by this job description.

SERVICE:
Manages and diffuses difficult situations. Responds promptly to Executive staff needs. Solicits feedback to improve service. Responds to requests for service and assistance. Meets commitments.

QUALITY MANAGEMENT:
Looks for ways to improve and promote quality. Demonstrates accuracy and thoroughness.

ETHICS:
Treats people with respect. Keeps commitments. Inspires the trust of others. Works with integrity and ethically. Upholds organizational values.

JUDGEMENT:
Displays willingness to make decisions. Exhibits sound and accurate judgment. Supports and explains reasoning for decisions. Includes appropriate people in decision-making process. Makes timely decisions.

PLANNING/ORGANIZING:
Prioritizes and plans work activities. Uses time efficiently. Plans for additional resources. Sets goals and objectives.

PHYSICAL REQUIREMENTS:
Dexterity enough to use a keyboard and telephone; occasional lifting, carrying, pushing, and pulling up to 50 pounds; may be subject to extended periods of walking, standing, sitting, reaching, balancing, bending, kneeling, handling, feeling, climbing, and twisting; and vision, speech, and hearing sufficient to perform the essential tasks.  The work environment characteristics 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.

APPLY:
For more information or to apply, visit https://famok.org/careers/.