What are the responsibilities and job description for the Executive Assistant position at Craft Lake City?
Reports to Executive Director
Craft Lake City is looking for an Executive Assistant to support our Executive Director. The Craft Lake City Executive Assistant is passionate about elevating Utah’s creative community. This self-motivated individual excels at managing details, preparing financial documents, creating spreadsheets, reports, letters, invoices and other supportive documents. Individuals should desire to join a committed team to achieve Craft Lake City’s nonprofit mission.
This is a year-round, full-time, contract position with a weekly time commitment 40 hours per week, which begins immediately upon hiring. Weekly time commitments will increase in July and August leading up to the Annual Craft Lake City DIY Festival and October and November leading up to the Annual Holiday Market.
Responsibilities:
- Assist Executive Director
- Basic bookkeeping
- Perform a variety of administrative support (screening phone calls & emails, sending thank-you cards, filing/organizing documents, taking notes, assisting with payroll, etc.)
- Sponsorship outreach on behalf of the Executive Director
- Proposal creation
- Email and Communication Filtering: Regularly check and prioritize incoming communications to ensure the ED addresses only the most critical items
- Calendar Management: Maintain a clear and organized calendar, balancing work and personal commitments
- Meeting Coordination: Schedule and organize meetings, ensuring they are necessary and productive
- Team Communication: Act as a liaison between the ED and other staff members or departments
- Networking Coordination: Manage contacts and networking opportunities, aligning them with business priorities
- Google Drive management: Ensure ED’s Google Drive stays organized and free of clutter
- Task Prioritization: Regularly assess tasks and priorities to align with the ED’s strategic goals
- Run errands for the organization as needed
- Organization data research
- Project Tracking: Stay informed about key business projects and deadlines to advise and update the ED as needed
- Time Management: Continuously look for ways to make the ED’s schedule more efficient
- Problem-Solving: Anticipate and address potential issues before they reach the ED, ensuring smooth operations
- Confidentiality Management: Safeguard sensitive information, ensuring privacy and security
- Manage organization’s inventory
- Prepare documents for review and presentation by, boards of directors, committees, and Executive Director
- Attend Craft Lake City quarterly board meetings as needed
Qualifications:
Exceptional organizational skills and self-discipline
Ability to access email 2–3 times a day and respond in a timely manner.
Knows how to spell “team player” without an “I” or “me”
Proficient with Google Drive, Docs, Sheets, etc.
Ability to adapt and be flexible to the various tasks and situations of a not-for-profit world
Ability to bring your thoughts and ideas to the table in a constructive manner
If you have experience invoicing, that is another PLUS!
Solid writing and communication skills
Ability to perform under stress
Requirements:
Must be able to work in-office 40 hrs per week, with flexibility to complete tasks outside of typical office hours, when needed
Must have own laptop and cell phone
Must have reliable transportation and a willingness to use for work-related tasks
Job Types: Full-time, Contract
Pay: $17.00 - $20.00 per hour
Expected hours: 40 per week
Schedule:
- 8 hour shift
Ability to Commute:
- Salt Lake City, UT 84101 (Required)
Ability to Relocate:
- Salt Lake City, UT 84101: Relocate before starting work (Required)
Work Location: In person
Salary : $17 - $20
