Executive Assistant and Administrative Support

How to Apply

To demonstrate our commitment to providing opportunities to all communities, the Cultural Council uses a blind hiring process. This allows everyone who applies to our open positions to be objectively considered on their merit and professional expertise. Instead of a cover letter, we request interested candidates answer the following questions. Please include question responses in a separate document with your name/email at the top and attach with your resume (two separate attachments) to jobs@palmbeachculture.com. Resumes and responses not sent through email will not be reviewed.

Questions:

1.     What are ways that you have contributed to a positive work environment throughout your career?

2.    Describe how you have been effective working with boards of directors or large staffs.

3.    What interests you about the arts and/or the Cultural Council for Palm Beach County?

Position Description

Position Type: Full-time, Non-Exempt (40 hours per week)

Department: Executive

Reports to: President & CEO

Job Summary

The Executive Assistant and Administrative Support position assists the President & CEO with scheduling meetings, correspondence with constituents, and assisting in managing board relations and communications. The position is also charged with answering the phones, managing and organizing the Council’s calendars and meeting room schedules, working with building vendors, and coordinating meeting set-up, tear-down, and hospitality duties. This position will also provide support to other departments on an as needed basis.

Duties & Responsibilities

Executive Assistant duties

•          Manage the CEO’s calendar, schedule meetings, and assist with constituent follow-up

•          Maintain Board of Directors files, contacts, and other correspondence

•          Send out board mailers monthly and schedule/coordinate board meetings

•          Attend Board meetings and draft minutes

•          Coordinate Council meetings as requested and manage Council calendar

•          Monthly reconciliations for CEO

•          Special Projects as assigned by CEO

•          Coordinating travel and logistics for business trips, including booking travel, preparing itineraries and completing executives’ expense reports

Office Administration

•          Answering or screening emails, calls and in-person appointments

•          Overseeing general office processes, such as ordering office supplies for departments or leading administrative support staff

•          Monitor/maintain common use office equipment

•          Back up for Visitor Services desk as needed

•          Coordinate mail service both in and out for Council staff

Skills and Abilities

Candidate is organized and detail oriented with a professional attitude and an ability to prioritize daily work. Excellent secretarial skills required include strong written and oral communication skills as well as exceptional attention to detail. Must be able to handle multiple responsibilities, prioritize effectively, and meet deadlines. Ability to produce, format, edit, and proof quality correspondence. Ability to establish and maintain effective working relationships with colleagues. Ability to function as team player. Strong MS system knowledge to include Word, Excel, PowerPoint, and computer database skills. Customer Relationship Management software experience preferred.

Compensation

The Cultural Council offers a competitive compensation package with benefits. The hourly rate for this position is $21 to $23.

The Cultural Council for Palm Beach County is an Equal Opportunity Employer and an E-Verify participant.