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Executive Assistant
NYFA
New York, NY, United States
Job Details - this job has expired, please see similar jobs below
Description
GENERAL DESCRIPTION:
The primary responsibility of the Executive Assistant is to provide administrative support to the Senior Vice President for Institutional Advancement. This includes: organizing, planning, scheduling and maintaining calendar, answering phones, and drafting correspondence. The position is also responsible for drafting and disseminating information on behalf of the Senior Vice President, and responding to internal and external inquiries about the Museum's Development activities. Other specific responsibilities include: communicating with Trustees and other leadership donors about Museum activities; scheduling meetings with Museum staff and outside parties; drafting traditional and electronic correspondence, screening calls and responding to external inquiries about Museum activities; managing other special projects as needed; and serving as a resource to the Development Office as a whole.
PRIMARY RESPONSIBILIES & DUTIES:
• Administrative support for the Senior Vice President including maintenance of calendar; scheduling and coordinating travel and expenses; preparations for meetings and reports; contact management; and personal assistance as needed.
• Draft correspondence and reports, respond to mail, field inquiries from Trustees, VIP's, and donors
• Draft Board reports for the President and Director, and Bi-Weekly Executive meeting reports for the SVP
• Gather meeting prep for the SVP
• Manage specific special projects, including event planning, as assigned
• Assist with general office functions – timekeeping, phone support, escorting guests, office cleanliness, etc.
• Other related duties as assigned
REQUIREMENTS & QUALIFICATIONS:
Experience and Skills:
• Five years’ experience organizing departmental activities in a non-profit environment, development experience preferred
• Excellent organizational skills, detail oriented, and ability to manage multiple tasks simultaneously
• Excellent written and oral communication skills required
• Due to significant donor contact, ability to work well with top level donors and other Museum VIP's including the Board of Trustees
• Proactively build strong relationships and trust with colleagues at all levels of management
• Proven experience with a variety of administrative tasks including filing, answering phones, and managing an executive calendar
• Ability to screen and prioritize specific inquiries for the Senior Vice President
• Ability to take initiative and work well under pressure especially in situations with shifting priorities
• Thorough proficiency in Microsoft Word, Outlook, PowerPoint and Excel with willingness to learn new computer programs required
• Experience with Workday and Tessitura or other similar financial and fundraising databases desirable
Knowledge and Education:
• B.A. required
• Knowledge of New York philanthropic community desirable
• Experience in Arts Administration preferred