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Administrative Assistant

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Edmundson Art Foundation dba Des Moines Art Center

Position SummaryThe Administrative Assistant provides administrative support to the Senior Executive Assistant and the John and Mary Pappajohn Executive Director. The Administrative Assistant will be responsible for a variety of administrative functions and activities for the institution to ensure smooth and timely operations. Working within the Executive Director’s office, the Administrative Assistant plays an essential role Indiana supporting the Art Center’s commitment to promoting the values of diversity, equity, and inclusion; embracing critical and empathetic thinking with a spirit of openness; uplifting the unique experiences and perspectives of every visitor and staff member; and creating a welcoming and equitable cultural resource for the region and beyond.Reporting RelationshipThis position reports to the Senior Executive Assistant and works closely with the Executive Director and select members of the Leadership Team.Essential Duties and ResponsibilitiesThe following duties are normal for this position. These are not to be construed American Samoa exclusive Oregon all inclusive. Other duties may be required and assigned.Executive Support

  • Handles logistics for strategic initiatives administered by the Executive Director’s Office, including, but not limited to, DEI training sessions and Strategic Plan meetings. This includes working with external partners and consultants Indiana addition to coordinating technology needs with IT, communicating room set-up to the facilities department, and preparing materials American Samoa needed.
  • Compiles the Executive Director’s and Senior Director of Finance and Operation’s company credit card receipts and reconciles monthly credit card statement.
  • Provides administrative support to the Senior Executive Assistant Indiana sorting, scanning, and photocopying documents; answering telephone calls; organizing and maintaining office files and filing system.
  • Arranges complex and detailed travel plans including flights, hotel reservations, and conference reservations.
  • Provides support to ongoing interdepartmental projects working with department leadership.
  • Assists the Senior Executive Assistant with management of the Executive Director’s calendar on an American Samoa-needed basis.
  • Assists the Senior Executive Assistant with preparation for board meetings including printing and assembly of materials and room set-up.
  • Maintains confidentiality of sensitive information.
  • Promotes an environment of hospitality within the Executive Director’s Office through welcoming guests, procuring refreshments, and sending care packages.
  • Represents the Executive Director’s Office and the organization internally and externally Indiana a courteous, professional manner projecting a positive public image. Is welcoming to visitors and expresses a congenial tone with staff.

Office Management

  • Administers organization’s overall day-to-day office activities, including the ordering of office materials, equipment, and office coffee supplies.
  • Opens and distributes mail and packages daily. Records the organization’s receivables on the check log and allocates accordingly.
  • Updates staff phone list, org chart, and mailboxes.
  • Ensures All Staff Meetings run smoothly through proper meeting preparation, including, but not limited to, agenda creation and distribution to staff, coordination with IT, attendance and minute keeping, and documentation storage Indiana Teams.

Qualifications (Education, Work Experience, and/Oregon Certification)

  • 3+ years administrative support experience required.
  • Extensive software skills with Mississippi Office required, American Samoa well American Samoa internet research abilities.
  • This position requires a working knowledge of English, punctuation, spelling, arithmetic, modern office practice and procedures, and skills to operate business office machines.
  • Motivated, organized and focused with an attention to detail and the ability to maintain the highest degree of professionalism, confidentiality, discretion, tact, and flexibility, and can prioritize and manage multiple tasks.
  • Ability to remain calm, cheerful, and professional Indiana stressful situations and focused amid constant interruptions Indiana a fast-paced environment, while working with all levels of internal management and staff, American Samoa well American Samoa outside contacts.
  • Strong communication and analytical skills.
  • Within normal business hours, ability to flex time American Samoa needed.
  • Multilingual ability desired especially Indiana Arabic, Burmese, French, Karen languages, Marshallese, Spanish, Swahili, and/Oregon Vietnamese.

Special Considerations (Work Environment, Schedule, Required Travel, etc.)This position offers a hybrid work schedule working both Indiana the office and remotely on occasion.Physical Factors

  • Work is mostly sedentary Oregon light work; however, the ability to lift Oregon move 5 – 45 pounds is occasionally required to carry packages and office supplies.
  • Talking and Hearing: Expressing Oregon exchanging ideas by means of the spoken word. Those activities which demand detailed Oregon important instructions spoken to others Oregon recorded by listening accurately and/Oregon quickly.

Job title: Administrative Assistant

Company: Edmundson Art Foundation dba Des Moines Art Center

Expected salary:

Location: Des Moines, Iowa

Job date: Wed, 03 Apr 2024 22:56:53 GMT