What are the responsibilities and job description for the Executive Assistant position at Flint Institute of Arts?
Job Title: Executive Assistant
Location: Flint, MI
Department: Administration
FLSA Status: Non-Exempt, Full-time
Reports To: Executive Director
Remote Work Eligibility: Partial
General Description
This full-time position performs confidential administrative duties acting as liaison for the Executive Director to coordinate, assist, and oversee special projects to advance FIA programs.
Responsibilities
- Maintains calendar; creates correspondence; coordinates appointments; and manages contact information.
- Handles incoming calls and requests from employees, Trustees, the public, and other entities as necessary.
- Respectfully transmits instructions and other matters to colleagues on behalf of the Executive Director, including items of a highly confidential and sensitive nature.
- Organizes and facilitates internal and external meetings (virtual, in-person, or hybrid) by reserving rooms, arranging hospitality, recording minutes, and setting up virtual components.
- Provides administrative support for the Administration Department, including ordering supplies, managing subscriptions and memberships, and overseeing incoming and outgoing mail.
- Prepares Executive Director’s report, agendas, minutes, and notifications for Board of Trustees and some Board committees.
- Assists in keeping an accurate schedule for the Executive Director’s specific deadlines for projects, presentations, and meeting preparation.
- Conserves the Executive Director’s time by successfully completing critical aspects of deliverables with a hands-on approach, keeping them fully informed on actions that have been taken.
- Prepares PowerPoint presentations, scripts, and meeting materials.
- Assists in coordinating detailed plans for the Executive Director’s travel; support during travel; post-travel documentation and expense report processing.
- Coordinates travel for guests of the FIA as requested.
- Arranges for patron and staff gifts as requested.
- Remains informed regarding institutional policies and practices and FIA activities and programs.
- Applies FIA values to interactions to support a positive culture of belonging among internal and external stakeholders.
- Performs other duties as assigned.
Qualifications/Skills Required
- Demonstrated ability to share complex information, ideas, and instructions clearly, effectively, and professionally to diverse audiences through written or verbal communication.
- Must have solid office administration and organizational skills to plan, manage, prioritize, and complete multiple on-going projects and goals.
- Must have proficiency in using office software, including Google Workspace and Microsoft Office Suite, and in the use of remote work technology.
- Demonstrated ability to provide excellent customer service and maintain professional interactions that promote positive teamwork.
- Must possess an understanding of ethical business conduct and professional practices including maintenance and protection of confidential and sensitive information.
- Ability to work occasional weekend and evening hours as needed.
Education and/or Experience
- Associate degree in business and administration or related field required. Bachelor’s degree preferred.
- Five (5) years of experience as a senior executive assistant required.
- Additional years of experience may be substituted for educational requirement.
Apply To: Email Tracee Glab, tglab@flintarts.org OR mail resume, cover letter, and references to:
No phone calls please.
Flint Institute of Arts
1120 East Kearsley St.
Flint MI 48503
Flint Institute of Arts is an Equal Opportunity Employer
Job Type: Full-time
Pay: $44,975.00 - $46,367.00 per year
Benefits:
- Dental insurance
- Employee discount
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
Work Location: Hybrid remote in Flint, MI 48503
Salary : $44,975 - $46,367