Executive Support Specialist

1 week ago

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

Salary: $58,656 annually

Organization Overview:

Artists ReEnvisioning Tomorrow Inc (ART Inc) is a leading arts education nonprofit established to provide enriching opportunities for students and teaching artists. Our mission is to cultivate a vibrant community through arts and education, ensuring accessibility for all.

Position Summary: ART Inc is in search of a highly organized and self-driven Administrative Assistant to provide comprehensive support to the Executive Director in a dynamic nonprofit environment. This role encompasses a blend of administrative and personal tasks, alongside light office management responsibilities. The ideal candidate will possess exceptional organizational and communication skills, be proactive, and demonstrate a commitment to fostering relationships with various stakeholders.

Key Responsibilities:

  • Act as the primary support for the Executive Director and Associate/Artistic Director.
  • Attend and accurately document all organizational meetings.
  • Manage scheduling and prioritize meetings, travel arrangements, and agendas.
  • Oversee daily administrative operations, including filing, emails, and internal databases.
  • Prepare presentations and assist with onboarding and office policies.
  • Serve as a liaison between departments and ensure project completion.
  • Assist with financial tasks, including invoicing and reconciliation.
  • Prepare materials for quarterly Board Meetings and take minutes in the absence of the board secretary.
  • Create monthly reports and newsletters for stakeholders.
  • Coordinate logistics for events, including planning timelines and managing budgets.
  • Collaborate with marketing teams to ensure effective publicity for events.
  • Support grant research and management activities.
  • Maintain donor communication and track donor interactions.
  • Update digital records related to institutional funders.
  • Engage in project management and execution of various initiatives.

Additional Responsibilities:

  • Be adaptable and ready to take on various tasks as needed.
  • Prioritize and manage multiple projects efficiently.
  • Contribute to financial and payroll tasks when required.

Qualifications:

  • Associate's degree in business, administration, or a related field.
  • Minimum of three years of experience in an administrative support role.
  • Familiarity with nonprofit operations.
  • Proficient in office software including PowerPoint, Word, Excel, and QuickBooks.

Competencies:

  • Demonstrate professionalism and critical thinking.
  • Exhibit strong organizational skills and attention to detail.
  • Maintain discretion and confidentiality in handling sensitive matters.
  • Show initiative and accountability in achieving goals.
  • Foster a collaborative and supportive team environment.

Physical Requirements:

  • Ability to communicate effectively and utilize standard office equipment.
  • Occasional lifting of up to 25 pounds.

Work Environment:

  • Primarily in office settings with occasional travel as needed.

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