Executive Support Specialist

1 week ago

Peoria, Illinois, United States Artists ReEnvisioning Tomorrow Inc Full time
Position Overview

Salary: $58,656 annually

Organization Overview:

Artists ReEnvisioning Tomorrow Inc, known as ART Inc, is a leading non-profit organization dedicated to arts education in Peoria. Established in 2018, ART Inc serves nearly 500 students and teaching artists annually, striving to create a vibrant community through artistic education and collaboration.

Role Objective: ART Inc is in search of a meticulous and proactive Administrative Assistant to provide comprehensive support to the Executive Director within a dynamic and impactful nonprofit environment. This position encompasses a variety of administrative and personal responsibilities, along with some light office management tasks as required. The ideal candidate will possess exceptional organizational and communication abilities, demonstrate self-motivation, and exhibit a problem-solving mindset. This role demands flexibility in engaging with diverse individuals and a commitment to enhancing relationships with donors, partners, and clients. The position requires a commitment of 45-50 hours per week, including occasional evenings and weekends.

Key Responsibilities:

  • Act as the primary support for the Executive Director and Associate/Artistic Director.
  • Attend and accurately document all organizational meetings, ensuring precise transcription of discussions.
  • Organize, schedule, and prioritize meetings, conferences, and travel arrangements for executives.
  • Oversee daily administrative operations, including filing, correspondence, and database management.
  • Prepare engaging presentations and assist with onboarding and office policy documentation.
  • Serve as a liaison among departments, ensuring effective communication and task completion.
  • Assist with financial operations, including invoicing and maintaining internal checks and balances.
  • Prepare materials and documentation for quarterly Board Meetings, attending in the absence of the board secretary.
  • Create and distribute monthly reports/newsletters for board members and the community.
  • Coordinate logistics for various events, managing timelines, budgets, and volunteer responsibilities.
  • Collaborate with marketing teams to ensure timely promotion of events and donor recognition.
  • Assist with grant research and management, maintaining records of donor interactions.
  • Develop and manage schedules for donor pledges and communications.
  • Maintain digital records of institutional funder interactions and grant documentation.
  • Engage in project management and execution of special assignments as needed.

Additional Responsibilities:

  • Embrace a flexible approach to support the team in various capacities as required.
  • Prioritize and manage multiple projects, ensuring timely completion.
  • Research and develop innovative ideas and initiatives.
  • Provide assistance with financial tasks in the absence of the Office Manager.

Qualifications:

  • Associate's degree in business, administration, or a related field.
  • Minimum of three years of experience in an executive or administrative support role.
  • Experience in nonprofit organizations is preferred.
  • Proficiency in office software, including PowerPoint, Word, Excel, QuickBooks, Office 365, Google Sheets, and Docs.
  • Relevant education and experience may be considered on a case-by-case basis.

Competencies:

  • Demonstrate professionalism, critical thinking, and effective self-management.
  • Exhibit strong organizational skills and the ability to manage multiple projects simultaneously.
  • Display an entrepreneurial mindset, ready to adapt to evolving needs.
  • Maintain discretion and confidentiality in handling sensitive matters.
  • Show initiative and accountability in achieving organizational goals.
  • Foster a collaborative team environment, providing support to colleagues and clients.
  • Approach tasks with creativity, seeking innovative solutions to enhance operations.

Physical Requirements:

  • Ability to communicate effectively, utilizing verbal and written skills.
  • Frequent use of hands for various tasks.
  • Regularly required to sit, reach, and walk.
  • Capability to lift up to 25 pounds intermittently.

Work Environment:

  • Primarily operates in office settings.
  • Utilizes standard office equipment such as computers and phones.
  • May require occasional travel for organizational needs.

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