Executive Administrative Assistant
4 weeks ago
Executive Administrative Assistant
Position Title: Executive Administrative Assistant
Reports To: Executive Leadership Team and Board of Directors
Overview:
As the Executive Administrative Assistant at Loveworks Academy for the Arts, you will provide high-level receptionist/administrative support to the school's Executive Leadership Team. This position requires exceptional organizational skills, meticulous attention to detail, discretion, and the ability to handle sensitive information with confidentiality.
Responsibilities:
Calendar Management: Manage the School Executive Team calendar, scheduling meetings, appointments, and school events.
Coordinate and manage the Executive Team members' calendars.
Schedule meetings, appointments, and conference calls.
Anticipate and proactively resolve scheduling conflicts.
Communication Liaison:
Act as the primary point of contact between the Executive Team and internal/external stakeholders.
Manage email correspondence, phone calls, and other communications on behalf of the owners.
Prioritize urgent matters and ensure timely responses.
Travel Arrangements:
Arrange detailed travel itineraries, including flights, accommodations, ground transportation, and other logistics for business travel, if needed.
Meeting Preparation:
Prepare meeting agendas, materials, and presentations for internal and external meetings.
Take accurate meeting minutes and follow up on action items.
Document Management:
Maintain and organize electronic and physical filing systems for important documents, contracts, agreements, and other business records.
Ensure documents are accurately labeled and easily accessible.
Office Management:
Oversee the day-to-day operations of the office.
Order supplies, manage office equipment, and coordinate maintenance and repairs as needed.
Event Coordination:
Assist in planning and coordinating school events, client meetings, and networking functions.
Handle venue selection, catering, and logistics.
Content Creation:
Collaborate with the Director of Marketing and Executive Team to create a content calendar.
Oversee the timely delivery of newsletters, social media, videos, podcasts, etc.
Financial Administration:
Support the owners with financial tasks such as expense tracking and invoice processing.
Liaise with the accounting department as necessary.
Special Projects:
Assist with ad-hoc projects and initiatives as assigned by the owners.
Conduct research, analysis, and present findings as needed.
Confidentiality:
Handle sensitive information with discretion.
Maintain confidentiality at all times, particularly when dealing with proprietary business data and personal matters.
Qualifications:
Bachelor's degree or equivalent experience preferred.
Proven experience as an executive assistant or similar role, preferably in the education or non-profit sector.
Excellent organizational and time management skills, with the ability to prioritize tasks efficiently.
Strong communication skills, both verbal and written, with a professional and courteous demeanor.
Proficiency in office software tools such as Google, and calendar/email management systems.
Attention to detail and accuracy in completing tasks, with a commitment to delivering high-quality work.
Ability to work independently with minimal supervision and take initiative to solve problems.
Flexibility and adaptability to handle changing priorities and work under pressure in a fast-paced environment.
Discretion and trustworthiness when handling confidential information.
Application Instructions:
To apply, please submit your resume, cover letter, and any relevant supporting materials. We look forward to learning more about your qualifications and how you can contribute to the success of Loveworks Academy for the Arts.
LWA’s policy is to provide equal employment opportunity to all qualified applicants and employees regardless of their race, color, religion, sex, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information, veteran status, status as a special disabled veteran, or any other protected criteria as established by federal, state, or local laws. This policy applies to recruitment and hiring, training, promotion, compensation, benefits, transfer, layoff, termination and all other terms and conditions of employment. Employment decisions at LWA’s are based solely upon relevant criteria, including an individual’s capabilities, qualifications, training, experience and suitability.
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