Executive Assistant

2 weeks ago

Kalamazoo, United States Kalamazoo Institute of Arts Full time

**Executive Assistant**

The Kalamazoo Institute of Arts is seeking a full-time Executive Assistant (EA) to provide high level administrative and project support to the Executive Director (ED) and the Senior Leadership Team (SLT). The Executive Assistant will also serve as the liaison to the Board of Directors, including subcommittees.

The Executive Assistant must be creative and enjoy working within a small, collaborative arts-based environment that is mission and results driven and community oriented.

**Who We Are**
The Kalamazoo Institute of Arts (KIA), is located in the heart of downtown Kalamazoo, Michigan. The mission of the KIA is to promote and cultivate the creation and appreciation of the visual arts in West Michigan. We believe the arts are for everyone; they inspire, fulfill, and transform.

As the largest fine art museum and community based art school in the region, the KIA provides access to art and art making experiences not otherwise available. The KIA holds more than 5,000 fine artworks in its permanent collection; presents touring and collection exhibitions in 10 galleries; offers four terms of art classes at the Kirk Newman Art School across various disciplines; and houses the KIA Gallery Shop, featuring artwork by local artists and international artisans; as well as an Art Library. Our exhibitions and programs are designed to appeal to diverse, intergenerational audiences through broad representation, engaging content, and strong partner collaborations.

This year, the KIA will begin its Centennial celebration with free admission during the entire month of July, various special exhibitions, events, and programs to commemorate its 100th anniversary.

**What You’ll Do**
Reporting directly to the Executive Director (ED), the Executive Assistant, who is preferably based in Kalamazoo County, will:

- Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Executive Director
- Serve as a liaison on behalf of the ED to the board of directors, board committees, and senior management
- Provide logístical and organizational support to the ED, SLT, Board of Directors and committees, including managing correspondence, preparing reports, and taking minutes during meetings
- Screen, direct, respond to, and prioritize calls and correspondence, facilitating the smooth exchange of information as a first point of contact for staff, board members, and external partners. Organize and coordinate executive outreach and external relations efforts
- Plan and oversee logístical arrangements for meetings, including space and facility needs, meals and refreshments, supplies, and technology.
- Compose and edit and format documents, reports, agendas, and presentations
- Oversee special projects and friendraising events
- Oversee office supply inventory
- Develop and manage expense reports for reimbursements as well as the annual budget for the ED’s office and board of directors
- Perform other duties as assigned by the ED

**Who You Are & Keys to Success (the must-haves)**
To be successful in this job, you will excel in the following areas:

- Writing & Review Skills: You have strong writing, editing, proofreading skills and the ability to easily change writing styles based on the audience and voice of the piece.
- Board Relations: You will serve as a point of contact and therefore must have the ability to anticipate the needs of the board of directors based on established structure. You have experience serving a board of directors (scheduling, arranging, and attending board meetings, taking minutes, and maintaining institutional documents).
- Emotional Intelligence: You are empathetic, compassionate, understanding, possess self-awareness and social awareness skills and have the ability to manage productive relationships.
- Office Technologies: You have high-level proficiency with Microsoft Office (Word, Excel, PowerPoint, OneDrive, SharePoint) and Adobe (Acrobat), as well as Google Suite (Gmail, Google Drive, Google Calendar, Google Forms), and able to quickly adapt to new technologies.
- Results-orientation: You have a track record of achievement and producing results.
- Project Management skills: You stay on top of multiple projects, plan backwards, anticipate obstacles, identify and involve stakeholders appropriately, use resources wisely, and complete work by due dates.
- Self-Directed and Collaborative: You possess the ability to work independently as well as a team member.
- Experience: You will have 5-8 years of experience as an executive assistant capacity with proven ability to excel at the responsibilities of the role. You have experience working under pressure and managing multiple, competing tasks and priorities. You have prior experience providing high-level support to boards, committees and similar work groups. Your background includes drafting agendas, presentations, reports, and correspondence on behalf of senior executive

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