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Andrew Jackson Foundation

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  • Provides historical reference by developing and utilizing filing and retrieval systems, recording meeting discussions.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

Medical/Dental/Vision Insurance

Life Insurance

Disability Insurance

Retirement plan with match

Paid Time Off

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