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Full-time Executive Assistant needed to serve the Executive Director of The Pew Center for Arts & Heritage (the Center) (www.pcah.us).
You’ll facilitate the work of the Center’s Executive Director by providing critical day-to-day administrative and logistical support, ensuring effective and efficient day-to-day operations. The position is a critical interface between the Center and multiple internal and outside parties. The daily content of the position flexes to support the priorities of the Executive Director.
You’ll serve as the primary administrative support person for the Executive Director in all phases of Center administration. This includes, but is not limited to: research, press releases, publications both print and online; communication with multiple external Center constituents and internal staff, as well as communication involving the Center website and correspondence; and participation in the planning of Center special events and activities.
You’ll work closely with Center staff in all phases of Center operations. You’ll:
• Provide primary administrative support for the Executive Director, scheduling appointments and keeping office calendar up to date.
• Keep hardcopy and electronic files current for the Executive Director. When necessary, prepare, process and monitor invoices, check requests, and expense reports and reimbursements. Correspond with vendors and agencies as necessary for account information.
• Perform research and manage correspondence for special Center projects, both self-initiated and as directed by the Executive Director.
• Receive, sort, follow-up and/or distribute all incoming mail, faxes, and email for Executive Director; ensure that outgoing mail and packages are handled appropriately. Answer, screen and manage telephone calls and email from potential applicants, grantees and consultants and other staff associated with the Center, the University of the Arts and The Pew Charitable Trusts. Coordinate and initiate phone/conference calls.
• Write, transcribe and manage email and written correspondence, including memos, agendas, large mailings, invitations, requests and reminders. When appropriate, have Associate Director for Administration review critical programs’ correspondence before sending to Executive Director for review. Field general requests for information related to the Center. Assist in preparation of narrative and financial reports to The Pew Charitable Trusts.
• Keep current and conversant with activities happening within the Center, quickly and fluidly reprioritizing work activities to remain in synchronicity with the Executive Director’s priorities.
• Work with Center communications staff to keep website content up-to-date with information regarding programs, publications, events, and grantees. Work with Executive Director, Associate Director for Administration and Communications Specialist, and website designers as required. Assist with the production of announcements surrounding Center activities including, but not limited to, opportunities for artists & organizations and new publications. Distribute announcements to proper lists (via mail and email) according to content and/or program.
• Liaison for the Executive Director with the Meeting and Event Coordinator to handle logistical arrangements including, but not limited to, securing meeting rooms, catering, AV equipment, calendar, arranging travel accommodations for participants, tracking participant information and printed materials for some Center meetings, special events, professional development events (i.e. curatorial roundtables, etc.). Liaison with the Meeting and Event Coordinator to gain domestic and international travel arrangements including air, hotel, ground transportation and itineraries for Executive Director, and consultants as needed.
• Other relevant duties as required.
To be selected, you’ll need an Associate’s or Bachelor’s Degree or its equivalent plus at least 1-2 years of administrative work experience in an arts-related field (preferred) or at least two years of advanced Administrative Assistant level experience including knowledge of general office practices and procedures. Not-for-profit sector experience is preferred.
You’ll need to be a systematic thinker with proven success in creating and maintaining efficient administrative processes. The job requires strong interpersonal and organizational skills plus an aptitude and a liking for administrative work. High proficiency in the use of software and technology is expected, including fluency in the Microsoft Office Suite (Excel, Outlook, Word, PowerPoint, and Access). Good word processing skills are important as is fluency in ExpressionEngine or other web content management systems, or the ability to quickly learn such software. Excellent written and oral communication skills are vital, including meticulous message-taking, solid composition, proofreading and editing skills, grammatical correctness, style appropriateness, formatting consistency and attention to overall completeness of documents and web content.
You must be able to work independently and as member of multiple teams, and you must be able to prioritize and spontaneously reprioritize multiple projects in a busy environment accurately, efficiently, and with a high level of attention to detail. The job requires an ability to balance and satisfy competing deadlines and personalities, maintaining professionalism under pressure and in sensitive situations. You need to be able to tolerate paperwork and respect administrative procedures while remaining flexible and resilient. Empathy for the needs of non-profit organizations and independent artists is required.
For complete requirements, visit http://www.uarts.edu/about/jobs.html.
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TO APPLY: Interested, qualified applicants should submit letters of application and resumes to the Office of Personnel Services, Rm 140, Hamilton Hall, 320 South Broad Street, Philadelphia, PA 19102 or send your application via email to personnel@uarts.edu.
The University of the Arts is an Equal Opportunity Employer.
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