Full- and Part-time positions
JOB TITLE: Executive Assistant
POSITION LEVEL: Experienced (Non-Managerial)
EDUCATION: 4-Year Degree;
STATUS: Full-time Permanent, exempt
Posted: August 6, 2020
The Robert Rauschenberg Foundation supports programs for artists, initiatives, and institutions that embody the same innovative, inclusive, and multidisciplinary approach that Rauschenberg exemplified in both his art and philanthropic endeavors.
RRF is seeking a self-directed, flexible and experienced Executive Assistant (“EA”) to provide direct assistance to the organization’s Executive Director (“ED”) and work as a key member of the administration team. The EA is responsible for the overall effectiveness of communication across the organization as well as with external constituents. Primary responsibilities include prioritizing the ED’s time and initiatives, proactively managing and handling day-to-day operations and communications, overseeing and executing the ED’s research and special projects, and serving as liaison with the Board of Directors.
The EA reports to the ED and works in close collaboration with the Deputy Director (“DD”), the Operations Manager (“OM”) and the Administrative Assistant (“AA”).
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Develop organizational systems for managing, prioritizing, and tracking the ED’s calendar, meetings, and mail
- Planning, booking, and coordinating all travel, including local, for the ED, including detailed itineraries and directions
- Work with OM and/or AA on DD’s calendar and travel when it overlaps with the ED’s
- Submit monthly expense reports for ED
- Update ED’s contacts and foundation’s cultivation list
- Prepare ED with materials and research for all meetings and appearances
- Coordinate ED’s day to day priorities with administration staff and other staff as needed
- Handle all Board communication with ED including calls and meetings and prepares agendas for both, including any committee calls or special meetings
- Prepare and track all quarterly Board meeting materials
- Take notes at and prepare minutes from quarterly Board meetings and committee and other calls and meetings
- Organize Artists Council quarterly meetings and events and follow-up between meetings
- General administrative duties as needed, including collaborating with the OM and AA to organize events, meetings, meals, special initiatives
- Grant research as directed by ED or DD
- Minimum of three - five years’ experience in progressively responsible administrative roles, preferably in arts, cultural, or other non-profit organizations
- Demonstrated interest in contemporary art and culture
- Exceptional judgment, professionalism, and discretion in handling confidential and sensitive situations and matters
- Excellent verbal and written communication skills
- Demonstrated ability to proactively prioritize and manage time, juggle multiple duties and, and meet deadlines
- Tech savvy with strong computer skills, including high degree of knowledge and proficiency in Word, Excel, PowerPoint, and social media platforms
- Accessibility and availability to work, as needed, outside of normal business hours in response to urgent and international schedules
- Ability to maintain a highly professional, positive and flexible demeanor with rapid and shifting priorities
- Proven organizational ability, analytical skills, and attention to detail
- Minimum Bachelor’s degree in business, arts administration, or related field
- Works well within a small dynamic team in a progressive environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may he made to enable individuals with disabilities to perform the essential functions.
- This role routinely uses standard office equipment such as computers, phones, photocopiers, printers, filing cabinets, and fax machines.
- This role routinely uses the English language to engage with internal and external stakeholders by phone, email, and in person. Employee is expected to be able to accurately exchange information with these stakeholders.
- The employee must be able to lift up to 25 pounds at times.
How to Apply:
Please email a cover letter describing your interest and qualifications along with your resume to email@example.com by September 7, 2020. Include the position title in the subject line. No phone calls please.
As an equal opportunity employer, the Robert Rauschenberg Foundation (RRF) is committed to creating an equitable and inclusive work environment. We strive to attract a diverse mix of talented people and we encourage individuals of all backgrounds to apply.
About the Foundation:
To learn more about the Foundation, please visit our website