Administrative Assistant and Project Coordinator

2 weeks ago

Dearborn, United States The Henry Ford Full time

The Henry Ford is a nonprofit organization, an internationally recognized cultural destination, and a one-of-a-kind workplace. Our team is inspired daily by one another as well as the authentic stories of innovation that we share across our four venues. We want you to be part of this legacy and take it forward.

Our Vice President of Venues, Programs and Marketing has an Administrative Assistant and Project Coordinator opening. This position provides administrative support and is primarily responsible for overall office administration and project coordination including budgeting, management of confidential files, copy editing and diverse administrative and special assignments. In this role, you support all special projects, select institutional programs, events, and activities as needed. Also lends administrative support to other directors in the Programs, Venues and Marketing business units. The successful candidate will excel at identifying and addressing potential needs, tasks and issues using modern technology and office procedures. This role is critical in maintaining the department's efficiency, allowing other team members to focus on advancing the nonprofit's mission and programs.

Essential Responsibilities
•Perform standard office duties, such as filing, handling incoming and outgoing electronic communications, answering telephones, scanning documents, handling information request, receiving visitors, arranging conference calls, etc.
•Manage calendars and schedule meetings both with internal and external partners
•Assists with administrative details and facilitate the effective workflow of the Vice President, Venues, Programs and Marketing
•Track and coordinate various marketing, programing and venue management project plans
•Use project management tools to track and monitor project plans and alert of changes
•Participate in, and sometimes lead internal projects
•Document and follow up on important action items
•Create expense reports, generate letters, PowerPoint presentations, and process documents as needed
•Draft, proofread, and edit correspondences and communications as requested
•Assists in the creation of project documents, including budgets, schedules, reports, etc., and electronic presentations. These documents will become part of official institutional record and be used in grant reports and applications, reports to donors, trustees, etc.

Your Qualifications
•Advanced proficiency of MS Office, including Word, Excel, PowerPoint, and Outlook
•1 or more years of project management experience, or equivalent education/coursework
•2 or more years of administrative support or customer service experience
•Experience building professional presentations

Special Skills
•Excellent verbal, written, and interpersonal communication skills
•Ability to assist with budget management tasks
•Strong time management and organizational skills and ability to efficiently manage multiple projects simultaneously with possible competing priorities
•Must be innovative, detail oriented, and a critical thinker with strong problems solving skills
•Ability to maintain high level of confidentiality
•Demonstrated ability to manage various priorities and stakeholders
•Demonstrated adaptability and flexibility to changing priorities and project requirements
•Self-driven and motivated with ability to take initiative and lead projects

This job description is subject to change at any time.

It is the policy of The Henry Ford to prohibit discrimination in any employment, donor or volunteering opportunity (including but not limited to recruitment, hire, employment, program participation, promotion, salary, benefits, termination and all other terms and conditions of employment or service as a volunteer) based on race, color, sex, sexual orientation, gender, gender identity/expression, genetic information, pregnancy, religious creed, national origin, ancestry, age, physical/mental disability. Marital/domestic partner status, military and veteran status, height, weight or any other such characteristic protected by federal, state or local law. This Policy applies to all of our employees, donors and volunteers to ensure that they are treated without discrimination.

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