Executive Assistant

Join Our Team at Mid Atlantic Arts: Ignite Your Passion for Artistic Expression

Are you eager to be part of an organization that champions artistic creativity and connects communities through meaningful arts experiences? Look no further Mid Atlantic Arts, situated in Baltimore, Maryland, is a dynamic force in providing grant support and diverse multi-state programming throughout the mid-Atlantic region. Please include your cover letter and resume as part of your application. 

Why Mid Atlantic Arts?

At Mid Atlantic Arts, we believe in the power of the arts to inspire, connect, and transform. As one of the six regional arts organizations in the United States, we play a pivotal role in fostering and funding the creation and presentation of artistic expression. Our collaborative efforts with the National Endowment for the Arts and its member state and jurisdictional arts agencies allow us to make a lasting impact on both our region and beyond.

Job Description

Job Opportunity: Executive Assistant

Are you ready to be a key player in a team dedicated to supporting artistic expression and creating impactful art experiences? Mid Atlantic Arts is excited to welcome an enthusiastic and experienced Executive Assistant to join our organization. Reporting directly to the Executive Director, this role provides high-level administrative support to the Executive Director by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.   

What We Offer:

• Full-Time Position: You'll be an integral part of our team, reporting directly to the Director of Finance and Human Resources.
• Competitive Salary: The salary range for this position is 55k to 60K commensurate with experience.
• Comprehensive Benefits: Enjoy a full range of benefits, including Medical, Dental, Vision, AD&D, Retirement, Paid Parental Leave, Vacation/Sick/Holiday Leave, and Professional Development opportunities.
• Dynamic Work Environment: Join a passionate team committed to making a difference through the arts.
• Work How You Thrive: This is a Hybrid/Remote (Preferred: Baltimore/DC Area): Work How You Thrive: This is a Hybrid role and the candidate needs to be located in the Baltimore/DC Area): Embrace the freedom to work in a way that suits you best This position offers a dynamic hybrid/remote work arrangement, allowing you to strike the perfect balance between professional excellence and personal well-being. Candidates must reside in the Mid-Atlantic region. The region includes New York, New Jersey, Pennsylvania, Delaware, Maryland, Virginia, West Virginia, District of Columbia, the US Virgin Islands and Puerto Rico. Join us and let your career flourish, all while enjoying the flexibility of a hybrid work environment

Position Responsibilities  

Administrative Support: 

• Manage the executive's calendar, including making appointments and prioritizing the most sensitive matters. 
• Coordinate travel arrangements and itineraries. 
• Prepare and edit correspondence, communications, presentations, and other documents. 
• Handle confidential information with discretion. 

Project Management: 

• Plan, coordinate, and ensure the executive's schedule is followed and respected. 
• Provide a bridge for smooth communication between the executive’s office and internal departments. 
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors. 

Meeting Coordination: 

• Organize and coordinate executive outreach and external relations efforts. 
• Manage complex office administrative work requiring the use of independent judgment and initiative. 
• Attend meetings and take minutes, distribute the minutes to all attendees, and follow up on action items. 

Communication: 

• Screen incoming calls and correspondence and respond independently when possible. 
• Act as the point of contact between the executives and internal/external clients. 
• Maintain strong working relationships with other executives and their assistants. 

Financial Management: 

• Reconcile and submit expense reports, invoices, contracts, on behalf of the Executive Director. 
• Monitoring, reviewing, and approving expenditures related to the executive office and board of directors convenings.  
• Assisting in the preparation of the executive’s financial reports by reviewing applicable expenditures to ensure alignment with the budget. 

General Administration 

• On occasion, acts as a point of contact, supervising the maintenance of office areas and equipment, as well as the housekeeping of facilities. Keep employees up to date with events and other necessary updates. 

Board Liaison: 

• Serve as the main contact between the executive office and the board of directors and committees. 
• Coordinate and schedule board meetings, ensuring all logistical details are handled efficiently. 
• Prepare and distribute board meeting materials, including agendas, minutes, and reports. 
• Facilitate communication between board members and the executive team. 
• Maintain records of board activities and ensure compliance with relevant regulations and bylaws.  

National Committees/Agencies: 

• Serve as the main contact between the executive office and the RAO – National Committee and Executive Offices - State Art Agencies 
• Coordinate and schedule meetings, ensuring all logistical details are handled efficiently.  
• Prepare and distribute meeting materials, including agendas, minutes, and reports. 

Travel Requirements:

Travel may be necessary, less than 10% of the time or approximately 7 times per year, including overnight and weekends. Travel may include regional travel. May require travel by air, car, rail.  

Qualifications

• Bachelor’s degree in Business Administration, Communications, or related field preferred. 
• Minimum of 3-5 years of experience in an executive assistant role or similar position.  
• Bilingual: English - Spanish, strongly preferred 
• Experience with board of director’s support. 
• Strong organizational, project management, and problem-solving skills. 
• Excellent verbal and written communication skills. 
• High degree of professionalism and emotional intelligence. 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. 
• Ability to work independently and handle multiple tasks with a high degree of accuracy.  
• Demonstrated ability to effectively and efficiently negotiate with vendors and cultivate productive relationships with vendor representatives.  
• Superior analytical, evaluative, and problem-solving abilities; strong research skills.  
• Video Conferencing: Basic proficiency to conduct meetings and events via Zoom, Teams, or other video conferencing technology.   

Physical Demands and Work Environment

The 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 accommodations may be made to enable individuals with disabilities to perform essential functions.

• This role routinely uses standard office equipment including but not limited to computers, telephones, photocopiers, and scanners.  
• This position requires spending long periods of time at a computer. 
• This role requires the ability to occasionally stand for long periods of time and to walk long distances. 
• Must be able to lift up to 25 pounds. 
• Intermediate math skills required to calculate discounts, basic formulas, averages, etc. 
  

Additional Information

Mid Atlantic Arts is committed to providing equal employment opportunities to all employees and applicants for employment. Accordingly, Mid Atlantic Arts provides employment opportunities without regard to race, color, religion, creed, ethnicity, sex, pregnancy, national origin or ancestry, age, physical or mental disability, citizenship status, marital status, sexual orientation, gender identity, family responsibilities, genetic status or information, military or veteran status or any status protected by federal, state, or local law.

Mid Atlantic Arts is committed to building an inclusive working environment that supports a diverse community of staff and encourages applications from all qualified candidates.

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