Executive Assistant

Woodruff Arts Center employees play an integral role in creating and supporting great art and education initiatives at the nation's third largest arts center. Comprised of three Art Partners—Alliance Theatre, Atlanta Symphony Orchestra and High Museum of Art—there's a role for everyone at The Woodruff.

Reports to:

President and CEO

FLSA:

United States of America (Exempt)

Employment Status:

Regular/Full time

Provides administrative and managerial support to the President and CEO of the Woodruff Arts Center  in areas such as completion of special projects and reports, calendar management and scheduling, preparation for and reporting on meetings, correspondence, filing, telephones, travel logistics and other special events and duties as needed. The Assistant will also be a liaison to Board members and key constituents associated with the Woodruff Arts Center and the greater community.

Work Schedule:

• Monday-Friday, 9am-5pm.
• Due to the nature of this position, must be able to also work required hours which may exceed or be different from regular office hours (e.g. committee meetings or project deadlines).

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Administrative:

• Develop and maintain working knowledge of the duties and responsibilities of the President.
• Assist in maintaining continuous quality communication with Woodruff Staff, Board, and Community; drafting communications on behalf of the President  
• Set-up and coordinate with others all aspects of the Executive Office, to include the following: filing system (paper and electronic), contact information and databases, scheduling systems, expense accounting systems and other electronic information systems.
• Manage the President's schedule, scheduling appointments and coordinating with others as needed.
• Answer all incoming telephone calls, maintain phone log and transfer information as appropriate; Initiate appropriate action on calls, and prioritize calls for President.
• Collect President's mail daily; screen, prioritize and draft appropriate responses to incoming correspondence; coordinate with others as appropriate, i.e.  correspondence for Senior Staff response(s).
• Review emails daily that are red flagged by the President. Review them the next day with the President regarding further action.
• Assist the President with activities and correspondence connected to external work, including memberships in professional organizations and other national and international industry organizations.  
• Manage President's and senior leadership's travel and accommodations, and maintain CEO's expense reports.
• Assist with coordination of speaking engagements for the President
• Manage executive office and board room scheduling

Manage President's Cultivation Program:

• In coordination with the Advancement staff, senior leadership, and Board volunteers, schedule, coordinate, and arrange cultivation opportunities for the President, to include concert attendance and hospitality arrangements.  
• Arrange patron acknowledgements and draft congratulatory communications.
• Follow through with all details regarding special events of the President's Office.
• Coordinate President's sponsorships of fundraising events
• Create and distribute auction packages and donations from President's office

Project Research and Support:

• Provide Executive Office with project research, coordination and follow through.
• Prepare PowerPoint presentations.

SPECIFIC CONDITIONS OF WORK:

While conditions may alter the amount of time spent on any one area, the time spent on the position's responsibilities can be expected to be as follows:

• Administrative Duties for the President %
• Management of Executive Office and Clerical Duties    15%
• Special Functions / Research %

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed 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 Experience:

• Bachelor's degree from a four-year college or university.
• 10+ years of executive administration experience assisting top executives or an equivalent combination of education and experience.
• Experience with and ability to accurately transcribe from recordings required.
• Experience with and ability to write and proofread own work required.
• Familiarity with and a desire to work in the Arts is preferred.

Additional Skills and Abilities:

• Must display professionalism in all settings.
• Must be a self-starter.
• Ability to manage/handle multiple tasks and to thrive in a fast-paced and demanding environment.
• Impeccable organizational, time management, attention to detail, and keyboard skills are required.

Computer Skills:

• High level of proficiency with Microsoft Office Suite, including PowerPoint, is required.

Language Skills:

• Excellent written and oral communication skills.
• Outstanding interpersonal skills with ability to successfully interact and work with a diverse group of people.
• Must possess a positive and personable demeanor and be able to relate well with a diverse population.

Mathematical Skills:

• Exceptional mathematical aptitude required, with an emphasis on accuracy.
• Able to manage departmental budgets, expenses, and expense accounts.

Reasoning Ability:

• Ability to solve practical problems and prioritize needs in a variety of situations where standardization is limited and an immediate decision is necessary.
• Ability to interpret a variety of instructions in written, oral or schedule form.

Physical Demands/Work Environment:

The work environment and 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 accommodation may be made to enable individuals with disabilities to perform essential functions.

• Some standing, walking, bending, frequent use of hands, stooping and light lifting (at least 10 pounds) is needed.
• The noise level in the work environment is usually moderate.
• Must be able to work in an office setting and to use standard office equipment, including a computer, and to attend meetings at various sites within and away from the office.
• Must possess ability to lift and carry materials weighing up to 10 pounds; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the phone.

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