Executive Support Specialist

2 weeks 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 in the arts education sector, established to provide enriching artistic experiences to a diverse group of students and teaching artists. Our mission is to cultivate a thriving community through innovative arts education, ensuring accessibility for all.

Role Objective: We are in search of a highly organized 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, be self-driven, a problem solver, and a collaborative team player, dedicated to enhancing relationships with stakeholders.

Key Responsibilities:

  • Act as the primary support for the Executive Director and Associate/Artistic Director.
  • Attend and accurately document all organizational meetings, ensuring thorough minutes are recorded.
  • Manage and prioritize scheduling for 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 between departments and staff, ensuring effective communication and task completion.
  • Assist with financial processes, including invoicing and internal reconciliations.
  • Prepare materials and logistics for quarterly Board Meetings, including minute-taking in the absence of the board secretary.
  • Create and distribute monthly reports/newsletters for board members and the community.
  • Coordinate various administrative services to support executive functions.
  • Develop and manage timelines and budgets for special events, ensuring successful execution.
  • Collaborate with marketing teams to ensure timely promotion of events and recognition of partners.
  • Ensure adequate staffing and volunteer support for events.
  • Conduct grant research and assist with management tasks.
  • Maintain donor engagement and manage pledge schedules, ensuring timely communication.
  • Update and manage digital records of all institutional funder interactions.
  • Document Foundation activities and assist with project management and execution.

Additional Responsibilities:

  • Embrace a flexible role, contributing to various projects as needed.
  • Manage multiple projects, ensuring timely completion and follow-up.
  • Research and propose new initiatives to enhance organizational effectiveness.

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 the nonprofit sector 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, discretion, and critical thinking in all interactions.
  • Exhibit strong organizational skills, managing multiple projects effectively.
  • Show an entrepreneurial mindset, ready to adapt and grow within a nonprofit setting.
  • Maintain confidentiality and good judgment in handling sensitive matters.
  • Proactively take initiative and hold oneself accountable for achieving goals.
  • Collaborate effectively with team members and stakeholders.
  • Approach tasks with creativity, seeking innovative solutions.

Physical Requirements:

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

Work Environment:

  • Primarily operates in office settings.
  • Regular use of standard office equipment is expected.

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