Executive Assistant

Andrew Jackson Foundation

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Job Summary

Enhances executive’s effectiveness by acting as an extension of the executive and executive team, providing administrative and board liaison support, and serving as a project assistant.  Develops reports and presentations and represents the executive to others.

Job Responsibilities

Accountabilities

1.  Executive Support

• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains executive’s appointment schedule by planning and scheduling meetings, creating meeting agendas, scheduling conferences, teleconferences, organizing files and records.
• Makes travel arrangements for CEO, Board, and other staff as needed.
• Represents the executive by attending meetings in the executive’s absence, speaking for the executive.
• Maintains customer confidence and protects operations by keeping information confidential.

 

2.  Board Support

• Maintains a permanent record of Board and Executive Committee meeting minutes, meeting attendance, and related reports and documents.
• Makes and coordinates arrangements for Board, Executive Committee, and Board committee meetings, lunches, dinners, and related activities.
• Prepares, updates, and distributes Board manuals and calendars; assists the CEO with preparation for Board, Executive Committee, and other committee meetings and special projects as assigned.

 

3.  Senior Management Support

• Provides historical reference by developing and utilizing filing and retrieval systems, recording meeting discussions.
• Maintains office supplies for Executive Office and Foundation stationary supplies; checks stock to determine inventory level; anticipating future needs for supplies, placing, and expediting orders for supplies; verifying receipt of supplies.
• Assists with proper operation of office equipment; troubleshooting malfunctions; calling for repairs; verifies equipment inventories and supplies; and ensures supplies are ordered in a timely manner.
• Contributes to team effort by accomplishing assigned tasks and serving on committees as needed.
• Completes projects by coordinating assigned work with others on staff, following up on results.
• Prepares reports by collecting and analyzing information.

 

4.  Communication and Strategic Initiatives

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Prepares purchase orders and monitors budgets for the Executive office and produces accurate and timely financial reports in collaboration with the Finance and Administration Department.
• Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
• Secures information by ensuring information is backed up for security.

 

Qualifications

Qualifications

• BA/BS preferred
• Two to five years office management experience
• Possess excellent interpersonal and organizational skills
• Excellent computer skills including proficiency in Microsoft Word, Excel, and Power Point
• Excellent communication skills, both oral and written; good spelling and proofreading skills
• General knowledge of office equipment
• Strong attention to detail
• Resourceful, self-reliant, and diplomatic.

Additional Information

Benefits

How to Apply

Email Cover letter and resume to Jobs@TheHermitage.com

Details

• Date Posted: May 6, 2022
• Type: Full-Time
• Job Function: Administrative
• Service Area: Arts / Culture
• Start Date: 07/01/2022
• Working Hours: 40 hours/week; M-F 8:00am to 5:00pm