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Executive Assistant to a Visionary Artist and Philanthropist

2 months ago

Remote, Oregon, United States Rafael Altman Full time
About the Role

We are seeking a highly organized and proactive Executive Assistant to support the day-to-day operations of a visionary artist and philanthropist. The ideal candidate will have a strong attention to detail, excellent communication skills, and the ability to work independently with discretion.

Key Responsibilities
  • Time Management and Organization: Assist with weekly planning and daily time management, ensuring a seamless balance between the artist's professional and personal commitments.
  • Personal Support: Provide occasional personal support to the artist, such as managing household appointments, coordinating family events, and running errands.
  • Research and Communication: Conduct research and communicate with galleries, agents, and other stakeholders for exhibitions, commissions, and collaborations as needed.
  • Online Presence: Manage the artist's online presence, including website updates, social media management, and newsletter distribution.
  • Event Planning: Oversee logistics for art shows, openings, and other public appearances, ensuring all details are handled smoothly.
  • Travel Arrangements: Plan travel, including flights, accommodation, and ground transportation.
  • Correspondence: Draft correspondence such as emails and letters.
  • Financial Management: Maintain records of donations, grants, and other financial contributions, ensuring accurate reporting and compliance; assist with payroll.
  • Document Management: Organize and maintain digital files, including contracts, project documentation, and philanthropic records.
  • Reporting and Communication: Assist in the preparation and dissemination of reports, newsletters, and other communications related to the philanthropic organization's activities.
  • Meeting Support: Prepare meeting agendas, take minutes, and follow up on action items.
Requirements
  • Proven experience as an Executive Assistant, Personal Assistant, or similar role, ideally within the arts or nonprofit sectors.
  • Excellent organizational and multitasking abilities, with a strong attention to detail.
  • Proficiency in Microsoft Office Suite, Google Workspace, Calendar apps, and project management tools.
  • Experience with Squarespace or similar website building platforms and social media platforms is a plus.
  • Strong written and verbal communication skills; creative writing is a plus.
  • Ability to work independently and handle confidential information with discretion.
  • A passion for the arts and philanthropy, with a deep understanding of the related industries.
  • Flexibility to occasionally work outside of regular business hours as needed.