Arts Midwest

Executive Assistant

Arts Midwest

full-time

Posted on:

Location Type: Hybrid

Location: Twin Cities • Minnesota • United States

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Salary

💰 $59,000 per year

About the role

  • Act as liaison with Board of Directors, facilitating relationships and connection between Board of Directors, staff leadership, and other key stakeholders.
  • Develop event itineraries for Board of Directors events that prioritize Board engagement and connection with each other and the mission of the organization.
  • Manage in-person Board of Directors events and logistics, including selecting venue(s), and coordinating travel, catering, on-site technology, etc.
  • Provide administrative support, such as scheduling, drafting and distributing meeting materials and notes.
  • Maintain Board of Directors key documents and files, including Bylaws, Policies, and meeting minutes.
  • Manage President & CEO and Vice President calendars based on knowledge of organizational priorities.
  • Ensure the President & CEO is prepared for meetings and events by coordinating with staff to prepare reports, presentations, or other materials.
  • Draft communications from President & CEO and Vice President to key stakeholders, such as current or prospective funders, Board Members, State Arts Agency Directors, or others as needed.
  • Coordinate travel arrangements for President & Vice President. Make reservations and compile itineraries.
  • Manage President & CEO’s expenses, ensuring timely approval by the chair of the Board of Directors.
  • Update Salesforce with notes and action steps from President & CEO and Vice President’s meetings with funders and donors.
  • Provide administrative support to management team, including drafting meeting materials and slide decks, taking and distributing notes, capturing action items and follow-up as needed.
  • Coordinate with management team on projects and events as requested.

Requirements

  • Excellent communication skills, both verbal and written, with the ability to present clear information to various audiences.
  • Strong organizational skills and ability to navigate change, anticipate needs, and respond proactively to shifting priorities.
  • Strong interpersonal and relationship building skills.
  • Expertise in meeting and event management practices.
  • Knowledge of or ability to learn project management principles and best practices.
  • Ability to maintain confidentiality and discretion when dealing with sensitive or private information.
  • Fluency with technology and ability to use or learn digital systems, such as collaboration software, customer relationship management systems, and project management software.
  • Ability to proactively identify, troubleshoot, and solve common problems independently.
  • Ability to apply creative thinking to all aspects of work.
  • Able to travel 3-4 times per year.
  • Knowledge of or ability to learn general budgeting and accounting concepts.
  • Organize time and anticipate, plan, and manage multiple priorities with deadlines.
  • Knowledge of or ability to learn federal funding compliance requirements and allowable use of funds.
Benefits
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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
event managementproject managementbudgetingaccounting conceptsSalesforcemeeting materials preparationlogistics coordinationtravel arrangementscommunication draftingconfidentiality maintenance
Soft Skills
communication skillsorganizational skillsinterpersonal skillsrelationship buildingproactive problem solvingcreative thinkingadaptabilitytime managementanticipation of needsdiscretion