Executive Assistant - Finance & Administration
|January 15, 2013 - February 15, 2013|
|Salary Range:||$32,964 - $41,204 per year.|
|Benefits:||Eligible for full benefits.|
|Employment Type:||Regular - Full-Time|
|Description:||The Executive Assistant provides administrative support to the Vice President of Finance and Administration assisting with the coordination of department operations, budgets and accounting, administrative and office tasks and special projects. |
|Duties:||ESSENTIAL DUTIES & RESPONSIBILITIES:|
•Act as a liaison between the Finance, HR, Volunteer Services, IT/Business Planning and Facilities Departments and museum staff and outside contacts including general public, vendors, partners and other professionals.
•Provide clerical support to the Vice President, including but not limited to, calendar management, meeting coordination, greet guests, provide telephone service, writing and preparing correspondence, filing and other administrative tasks.
•Provide administrative support for the company sponsored retirement plan under the direction of the Vice President.
•Assist with preparation of various spreadsheets, reports and presentations.
•Coordinate meetings/conferences and other activities.
•Design and maintain office systems to help the departments operate more efficiently.
•Record and execute meeting minutes.
•This position is exempt, paid salaried
•This position is regular full-time, scheduled for 40 hours/week.
•Physical Demands: 60% Sitting 30% Standing 10% Lifting/Carrying/Pushing/Pulling 30 Pounds
•Noise level is moderate (examples: business office with computers and printers, light traffic).
•Prepare and assist the Vice President with special project administration.
•Provide some administrative support to the Finance, Human Resources, Volunteer Services and IT/Business planning departments as assigned by the Vice President.
•Provide some administrative support to the Sr. Vice President of Strategic Projects.
•Assume other responsibilities and tasks as assigned by the VP of Finance and Administration.
•Work with and support volunteers throughout the museum.
•Strong customer service skills.
•Professional communication skills, both written and oral.
•Excellent organizational, analytical and problem solving skills.
•Strong time management skills.
•Excellent attention to detail with a high degree of accuracy, with the ability to manage paper flow.
•Proficient in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
•Ability to work independently as well as in teams.
•Ability to work under pressure with flexibility.
•Self-initiative to prioritize multiple tasks and meet deadlines without direct supervision.
•Ability to exercise initiative and good judgment; clerical, administrative and interpersonal skills.
•Thorough knowledge of office practices and procedures and business writing, working knowledge of accounting/budgeting principles, procedures and standards.
•Understanding of confidentiality and protocol.
•Experience in Financial Edge, Raisers Edge and/or Patrons Edge software
•Experience in ADP and/or Insperity software
EDUCATION & WORK EXPERIENCE:
•Bachelor's Degree or equivalent combination of experience and education.
•Bilingual - Spanish/English.
•Experience working with volunteers.
ADDITIONAL REQUIREMENTS/PREFERENCES; INCLUDING LICENSES AND CERTIFICATIONS:
•Pre-employment and/or pre-duty checks, such as criminal background check and reference checks.
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