What are the responsibilities and job description for the Library Executive Assistant position at Enoch Pratt Free Library?
The Enoch Pratt Library has an immediate opening for an Executive Assistant to the CEO. The Executive Assistant will receive managerial direction from the Chief of Staff (COS) and will need to be able to organize and multitask; maintain effective working relationships with staff and other employees; and communicate effectively with staff, management and other stakeholders. Work is performed on-site full-time in an office environment.
This position reports to the CEO, and may require work on evenings and Saturdays.
Department: Executive Office
Location: 400 Cathedral Street Baltimore, MD 21201
Salary: $50,899 to $61,796
Job Type: On-site Full-Time,
Benefits Included
Summary of Duties:
The summary of duties listed below is not exhaustive. Additional duties are dependent upon the needs of the hiring division.
- Provide comprehensive executive support to the CEO, to include (but not limited to): coordinating daily calendars, creating regular reports, updating internal databases, conducting research, assembling presentations; preparing letters, memos, reports, minutes, charts, requisitions, forms and other documents on behalf of the Enoch Pratt Library.
- Assists with the analyses of the library's budget from the various sources (State, City and private funding).
- Prepares complex reports and presentations for the library's executive committee, the library's board, current and prospective partners, community-based organization as well as staff and customers.
- Manage meetings, conference calls and event logistics including, but not limited to: scheduling, assembling meeting agendas and recording meeting minutes; preparing correspondence; coordinating catering services; arranging room set-up (including testing A/V equipment); following up to ensure that everything is in place prior to the meeting/event.
- Serve as gatekeeper of the CEO’s office and the go-to resource within the Library.
- Exercise sound independent judgment in screening mail, telephone calls and visitors; decide what matters require the CEO’s attention; provide information/responses to concerns not requiring the CEO’s attention.
- Collaborate with other administrative staff to effectively execute tasks/projects; direct and monitor the execution of decisions and policies of the CEO’s office.
- Accompany the CEO to public and governmental meetings as needed
- Attend confidential administrative and operational meetings; organize, coordinate and monitor the implementation of resultant actions, resolutions and administrative decisions.
- Serves as liaison to the the Leadership Team, preparing agendas, assembling materials, participating in and serving as recording secretary for meetings.
- Reviews, refers, or responds to all appropriate correspondence, memoranda, and inquiries submitted by Library personnel; with City, State, and Federal agencies; with other libraries in the region and country; and the general public.
- Supervises the full-time Secretary.
- Maintains confidential files of the CEO.
Minimum Qualification:
- Bachelor's degree from an accredited college or university.
- Three years of experience as an Executive Assistant.
Preferred Qualification:
- Bachelors degree in Administration, Business Management, Communications, or related field of study preferred.
- Library experience in office administration and coordination preferred.
- Experience in a museum or public non-profit setting.
Required Knowledge, Skills and Abilities
- Ability to remain poised and flexible in a demanding or fast-paced work environment. Ability to maintain a high standard of decorum and professionalism, acting as a representative for the CEO, CEO's Office, and the Pratt Library.
- Strong organizational and prioritization skills with the capacity to pay specific attention to details. High personal standards of quality, accuracy and productivity a must, as is the ability to function independently and as a team member.
- Knowledge of standard business formats for correspondence, narrative reports, and related materials.
- Job Bulletin Internet, Microsoft Office software and Google applications.
- Excellent communication skills which includes the ability to express oneself verbally; the ability to compose correspondence; and knowledge of English grammar, spelling, and punctuation. Ability to maintain confidentiality of sensitive information and to master technical library vocabulary.
- Ability to use tact and courtesy when dealing with Library personnel, library and government officials, Library Board members, donors, and members of the general public.
- Ability to establish and maintain effective working relationships with others.
Position of Trust: Those under final consideration for appointment will be required to authorize the release of and successfully complete a criminal conviction check.
Please Attach Your Resume.
Salary : $50,899 - $61,796
