Department: Ackland Art Museum - 520500
Vacancy ID: P009400
Position Summary: The Executive Assistant provides high-level project and administrative support to the Director and contributes to the support of wide-ranging internal and external functions of management initiatives, administrative processes, and special projects. S/he is responsible for managing the administrative needs to ensure that the Director's time is effectively allocated and that the Director has the information/materials needed to advance the priorities and meet goals for the Ackland. Responsibilities include: Executive support: * Provides executive-level support for the Director of the Ackland Art Museum, including: management of the director's task pipeline, email, calendar, completion of expense reports, recording of meeting agendas and minutes, arrangement of complex and detailed travel plans and itineraries. * Serves as the director's liaison to various internal and external constituencies, including screening correspondence and telephone calls, keeping the director informed of all matters requiring attention. * Composes correspondence; develops, reviews, and edits presentations and documents; researches and/or compiles materials needed for presentations and decision-making purposes. * Anticipates and tracks critical dates, events, and actions for the Director to follow up with appropriate parties to ensure deadlines are met. * Creating and updating records and ensuring all pertinent information and supporting materials are retained. Operational support: * Serves as first point of contact for all second floor visitors and callers to the main phone line, appropriately responding to each or delegating to staff in a timely manner. * Manages incoming and outgoing mail and package processing; receive and deliver all mail, deliveries, and pick-ups. * Provides logistical support in the event of activation of the emergency response plan. * Provides logistical support for on-site conference room; coordinates the schedule and use, audio-visual equipment, and supplies as needed. * Supervises interns and work-study students. * Liaises with university departments that provide services to the museum, such as Facilities, Housekeeping, and Parking, as well as other university departments with which the museum has relationships, such as the Provost's Office. Development support: * Manages National Advisory Board meeting logistics, including securing venues, catering, arrangements of transportation, and/or lodging as needed. Produces associated printed materials, assists in the preparation of agenda, and accurately records and distributes minutes. * Provides clerical and logistical support for special events as needed. Project support: * Serves as the project manager of multiple pan-museum committees, high-profile projects, and projects affecting multiple intra-museum departments. Other duties as assigned.
Application Deadline: 12/18/2018
Qualification and Experience: High school diploma or equivalency and three years of progressively responsible administrative/office management experience; or Associate's degree in secretarial science, business administration, or a related discipline and one year of progressively responsible administrative/office management experience ; or Bachelor's degree, preferably in business administration or a related discipline; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
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