Job description

JOB TITLE: Executive Administrative Assistant

REPORTS TO: Executive Director

EMPLOYMENT STATUS: Part-time Employee – 3 to 6 hours per day, 4 to 5 days a week

JOB SUMMARY

This is a part-time salaried position responsible for supporting and assisting with providing high quality administrative support to a non-profit performing arts organization. The ideal candidate will provide administrative support for the successful operations and function of the organization’s office operations, programs, and events. Candidate must be reliable, trustworthy, honest and hold integrity and high work ethic as core values. Reports directly to the Executive Director (ED).

PRIMARY JOB DUTIES AND RESPONSIBILITIES:

1. Provide exceptional administrative support for the Executive Director and the organization by assisting with daily tasks, special events and activities, receiving, processing, and recording correspondence, scheduling various activities, events, and appointments.

2. Responsible for weekly office operations to secure efficiency and compliance with company policies and procedures strategically prioritizing weekly tasks for completion.

3. Create and update records and databases of patrons, event ticketing, and annual fundraising needs ensuring confidentiality, accurate documentation, and timely processing.

4. Communicate effectively and clearly with staff, patrons, board members.

5. Organize the procurement office supplies, placing orders when necessary, keeping the office organized and in an orderly condition.

6. Work with outside vendors for the provision of direct mail, printing, and design services, ensure competitive pricing and quality of work.

7. Provide administrative support to staff team members and consultants when assigned by ED.

8. Perform other duties as assigned by the ED.

REQUIREMENTS/QUALIFICATIONS:

1. Ability to multitask effectively while maintaining a professional and courteous demeanor.

Detail Oriented – ability to pay attention to details of a project or task and keep goal in focus.

3. High level of proficiency in using software for word processing, spreadsheets, database management, and Microsoft 365 suite applications including Mail Merge.

4. Experience with office equipment including copier, phone system, and personal computer.

5. Proven work experience with databases and email.

6. Minimum three years of experience in a similar position preferred.

7. Must be able to work independently, respect confidentiality, and maintain courtesy in dealing with the organization’s various constituents.

8. Available on occasion for weekend and evening events.

9. Must provide own transportation for US mail and print job procurement.

10. Must be able to pass a background check.

11. Must be able to sit and/or stand for long periods of time, walk up and down stairs, and lift 25 lbs.

Job Type: Part-time

Pay: $18.00 - $20.00 per hour

Ability to commute/relocate:

• Tyler, TX: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

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