Job Description:

The Gateway Regional Arts Center is seeking a dynamic, energetic professional for the Executive Assistant role. This position does NOT require a background in the arts.

As a vital member of the team, this position provides critical administrative support to the GRAC Staff and Executive Director. Additionally, the position acts as the key liaison to GRAC’s Board of Directors. The Executive Assistant will be responsible for all aspects of administrative support to the Board President & Executive Director and supplemental support to other GRAC staff to ensure that GRAC operates in an organized, efficient, and professional manner. The position is key to facilitating a responsive work environment, helping to achieve optimal results through intentional daily personal involvement with and commitment to team and board members, ensuring efficient logistics coordination, administrative support and timely flow of information across staff and with the board. The Executive Assistant will also act as a liaison with the accountant on financial matters, including reporting and records.

Primary responsibilities of the Executive Assistant position include:

• Maintain the Executive Director’s schedule via detailed calendar management and communication with those seeking meetings internally and externally
• Coordinate the logistical planning of internal and external meetings, including GRAC staff meetings
• Manage communication with GRAC’s Board of Directors
• Coordinate and schedule board meetings
• Manage GRAC communications in consultation with Directors
• Compile and distribute board meeting materials to board members 7-days prior to scheduled board meetings
• Attend committee meetings and keep/draft meeting minutes coordinate board meeting notes, reporting, communications and minutes with board secretary and respective committee chairs
• Direct the preparation of internal financial reports, and ensuring that the reports reliably reflect the financial position of the organization
• Serve as a liaison with all relationships including vendors, patrons, customers, and other stakeholders
• Coordinate day to day deadlines, travel, meetings, while supporting all logistics
• Schedule/coordinate calendars, including events, travel arrangements, assorted appointments, multiple varied meetings, and media events
• Receive, generate, transmit, and filter correspondence, and other communications prioritizing feedback and ensuring timely accurate responses
• Provide front-line support for artist including relationship management with a focus on fostering new and diverse connections
• Create/Manage flexible and reliable contact database
• Direct the timely submission of all financial data associated reports required by government and other regulated agencies including payroll tax reports, public disclosure reports, and third party payer cost reports
• All other duties as assigned

Minimum Qualifications:

• Associates degree
• Experience with finance management, administrative work, and nonprofit organizations preferred
• Flexibility, a willingness to learn/adapt, and a respect for the arts
• An open-minded individual who is interested in working with a diverse population of people from a wide array of backgrounds, beliefs, aesthetics, and interests
• Customer service experience
• Ability to effectively see a project through to completion
• Access to a laptop

About Gateway Regional Arts Center:

The Gateway Regional Arts Center (GRAC) is a multicultural center in between the Central and Eastern regions of Kentucky. It is located in Mount Sterling, Kentucky, and offers a variety of programs and services for people of all ages and backgrounds.

The GRAC has three main components: Events, Academy, & Institute.

The Academy offers classes in every area of the arts, including dance, music, theater, and visual arts. Classes are taught by experienced and qualified instructors, and students of all levels are welcome. The GRAC hosts a variety of cultural events throughout the year, including art galleries, musical performances, plays, children's events, and many others. These events are open to the public and provide an opportunity for people to experience the arts firsthand, some dipping their toes in the arts for the first time. The Institute provides support and guidance to artists and arts organizations in the region. It offers a variety of resources, including academic papers, practical how-to guides, and affordable project consultations and workshops for small-to-medium sized cultural institutions in rural areas. The GRAC is committed to making the arts accessible to everyone. It offers a variety of affordable programs and services. Our motto is “All the Arts for All the People.” The GRAC is a vital part of the cultural landscape of the Gateway Region of Kentucky. It provides a variety of opportunities for people to learn about and experience the arts. The GRAC also plays an important role in supporting the work of artists and arts organizations in the region.

Job Type: Part-time

Pay: From $12.00 per hour

Benefits:

• Employee discount
• Flexible schedule

Education:

• Associate (Required)

Ability to Commute:

• Mount Sterling, KY 40353 (Required)

Work Location: In person