Executive Assistant

Reporting to the President/CEO, the Executive Assistant provides administrative support for the President and other members of the Executive Leadership Team., to ensure they can efficiently accomplish MPAC strategic goals and initiatives. This role blends a high level of professionalism and customer service with superior administrative and organizational skills. May provide support to other organization leadership such as Director or Managers. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage calendar activity, schedules appointments and phone calls, coordinate travel arrangements and support processing of Executive department expenses.
• Opens, reads, and prioritizes electronic and physical mail, and department documents initiating return correspondence as appropriate.
• Prepare or coordinate the preparation of correspondence, forms, reports, presentation materials and other written communications as required.
• Manage activity for the Board of Directors including scheduling, meeting minutes and Board and Corporate documents. 
• Plans and organizes the administrative elements and technical support for all Leadership and Staff Meetings, and all center wide meeting events such as Welcome Luncheons. This includes working with communications, IT, facilities, security, catering.
• Supports compliance with governance rules and regulations set in bylaws.
• Maintains discretion and confidentiality in relationships with all executives and board members.
• Perform basic functions of various internal systems including ticketing and venue/event management applications. 
• Support Finance Department by stamping, scanning, uploading, depositing center checks.
• Maintain office supplies, equipment, and ensure the workspace is organized and efficient.
• Operate and maintains office equipment (mail machine, printer, photocopier)
• Support the Development Department in donor relations, events, mailings and other development initiatives as needed.
• Provides a bridge for smooth communication between the President/CEO’s office and internal departments, supporting credibility and trust with staff at all levels.
• Provide administrative support for the Cultural Ambassador program such as coordination of travel, meetings and onsite logistics. 
• Flexible schedule required to provide coverage for critical business situations. Work may be performed outside of normal business hours.  

QUALIFICATION REQUIREMENTS

EDUCATION & EXPERIENCE

• Minimum five (5) years executive administrative experience or equivalent.

KNOWLEDGE, SKILLS & ABILITIES

• A commitment to the arts and arts education
• Appreciation of diverse perspectives, and a commitment to the organization’s initiatives regarding racial equity, diversity, and inclusion (REDI)
• Excellent organizational skills, including exceptional accuracy and attention to detail
• Highly developed written and verbal communication skills
• Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy, all while maintaining standards of professionalism for the organization in the areas of confidentiality, teamwork, timely and effective communications, enforcement of company policies, and standards of customer service.
• Motivated, organized, resourceful, and creative self-starter who is able to manage multiple projects and changing priorities on a tight deadline.             
• Proficient in MS Office Products, especially Outlook.
• Proven ability to manage multiple outstanding tasks and/or projects. 
• Proven ability to work under pressure while maintaining composure and a pleasant demeanor.