Department:Administration

Position Type: Full Time

Hourly or Salary: Salary

Pay range: $50,000-$60,000

Essential Job Functions / Executive Support

• Serves as key partner and source of support for the IMA Director. Shares the IMA Director’s aspirational vision for service to the community through excellence in the arts at Newfields. Embraces and models the institutional mission, vision, and values.
• Supports all administrative aspects of IMA Director’s daily work routine. Be cognizant of opportunities to create efficiencies, improve outcomes, and facilitate internal collaborations across departments.
• Work collaboratively with the assistants of other leaders across the organization.

• Completes a broad variety of administrative tasks including:
• Plans, coordinates and ensures schedules are followed and respected. Provides a "gatekeeper" and "gateway" role, creating win-win situations for direct access to their time and office, while managing extremely active calendars of appointments.
• Communicates directly, and on behalf of the IMA Director, with all internal and external individuals including: the public, employees, donors, boards, visitors, callers, etc. Composes, drafts and/or transcribes a range of written materials: emails, letters, agendas, comments, and other presentation materials. Composes and prepares correspondence that is sometimes confidential.

• Schedules, manages, and maintains the complex calendars including approving and prioritizing all meetings, resolving scheduling conflicts, proactively scheduling important meetings with internal and external individuals, confirming meetings with all participants, and RSVPs in response to all incoming invitations.

• Process documents for signature/approval. Place phone calls; Handle all incoming/outgoing mail.
• Makes all travel arrangements for the IMA Director. Arranges complex and detailed travel plans, itineraries, and agendas.
• Complete expense reports and handles all reimbursements, purchase orders, and check requests on behalf of the IMA Director. Creates and submits annual departmental budget for approval and monitors it monthly.
• Gather data and prepare a variety of reports for the IMA Director.
• Fully coordinates meetings, including IMA staff and certain Newfields Board-level meetings, assisting in the preparation of materials for presentations, handouts, and correspondences. Records, transcribes, and circulates minutes of board, board-related committee meetings, and other meetings as appropriate.
• Provides a bridge for smooth communication with internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the IMA Director to keep them well informed of upcoming commitments and responsibilities, and following up appropriately. Acts as a "barometer," having a sense of the issues taking place in the environment and keeping them updated.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Maintains files and other records and documents.
• Works on special projects on behalf of the IMA Director. 

Essential Job Functions / Project Management

• Coordinating with cross-discipline team members to make sure that all parties are on track with project requirements, deadlines, and schedules. 
• Meeting with project team members to identify and resolve issues. 
• Submitting project deliverables and ensuring that they adhere to quality standards.
• Preparing status reports by gathering, analyzing, and summarizing relevant information. 
• Establishing effective project communication plans and ensuring their execution. 
• Facilitating change requests to ensure that all parties are informed of the impacts on schedule and budget. 
• Coordinating the development of user manuals, training materials, and other documents as needed to enable successful implementation and turnover of the process or system to the end users. 
• Identifying and developing new opportunities with partners.
• Obtaining partner acceptance of project deliverables. 
• Managing client satisfaction within the project transition period. 
• Conducting post-project evaluation and identifying successful and unsuccessful project elements. 

Other duties may be assigned. To perform the job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed here and below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• Strong work tenure with experience supporting executives, preferably in a non-profit organization, or equivalent.
• Experience and interest in internal and external communications and partnership development.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

Qualifications

• Must be able to maintain absolute confidentiality, be adaptable to various competing demands, and demonstrate the highest level of guest/member service and response.
• Must be polished and maintain a professional demeanor.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to be extremely effective independently
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Ability to multitask and prioritize.

Physical Demands of Work Environment

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

Physical demands: While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the position. The noise level in the work environment is usually moderate.