Administrative Assistant Jobs

Do you thrive in a fast-paced, creative environment? Do you enjoy being the hub of the organization? By supporting the Director of the John Michael Kohler Arts Center, the Administrative Assistant collaborates with all employees of the organization, its Board of Directors and committees by providing a wide range of administrative and supportive tasks. Duties include Executive, Board and committee support, board relations, and the preparation and presentation of reports. This position also schedules appointments, provides accurate information of the Arts Center to the general public via telephone and in person, and otherwise relieves officials of clerical work and minor administrative and business detail.

Essential Duties & Responsibilities include the following:

An individual in this position must be able to successfully perform the essential duties and responsibilities listed below. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

• Schedule appointments, board and committee meetings, and handle correspondence with board members.
• Prepare agendas, reserve and prepare facilities, and record minutes of meetings.
• Plan and coordinate schedules organization wide.
• Answer and screen the director’s telephone calls and arrange conference calls and virtual meetings.
• Arrange all travel details for the director and any potential guest(s) of the director including flights, ground transportation, meal reservations and lodging, as needed, communicating the arranged details between all involved parties.
• Handle expense reports for the Director, Deputy Director of Programming, and Chief Curator.
• Submit purchase orders Director, Deputy Director of Programming, and Chief Curator.
• Perform administrative duties of both a confidential and general nature for the director.
• Provide project support for major organizational-wide projects such as publications, festivals, and conferences.
• Coordinate activities related to the Board, Leadership teams or other internal or external meetings as they relate to the director.
• Assist with various projects.

Knowledge, Skills & Abilities:

• Project management.
• Ability to assess and manage multiple competing priorities and work well under pressure.
• Detail oriented
• Must have a high level of interpersonal skills and be able to handle sensitive and confidential matters with appropriate discretion and responsibility.
• Excellent written and oral communication skills; ability to communicate effectively and project a professional image when giving and taking information in writing, in person and over the phone.
• Excellent time management, problem solving, and analytical skills.

Qualifications

• High level of proficiency and extensive knowledge of Microsoft Word, Excel, PowerPoint and Outlook.
• 2 to 4 years of experience in a position with responsibility for direct support of a manager, administrator or executive officer and complex project implementation, preferred.
• Bachelor’s degree in Liberal Arts or Business Administration or equivalent experience, preferred.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee will frequently sit; use hands to finger, handle, or touch objects; and talk or hear. The employee will also occasionally stand, walk, climb or balance, and smell to complete this job. The employee should be able to lift and/or move up to 15 pounds. Specific vision abilities when performing this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.

Able to read and interpret documents, write routine correspondence, speak effectively with others. Able to add, subtract, multiply and divide using whole numbers. Able to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Able to deal with problems involving few concrete variables in standard situations.

Work Environments:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The position is office/art gallery based and noise level usually moderate. May occasionally work inside or outside at events where noise level could be moderate to loud.

Hours of work include daytime hours Monday – Friday and occasionally Saturday and Sunday to meet staffing and/or event needs.

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