The Kalamazoo Institute of Arts is seeking a full-time Executive Assistant (EA) to provide high level administrative and project support to the Executive Director (ED) and the Senior Leadership Team (SLT). The Executive Assistant will also serve as the liaison to the Board of Directors, including subcommittees.
The ideal candidate will have remarkable interpersonal, communication, and organizational skills and be highly effective at planning, prioritizing, and executing tasks in a timely manner. This individual is respectful, approachable, and honest. They are comfortable taking initiative and able to anticipate the needs of the ED. Professionalism and flexibility to adapt to the changing needs and priorities of a growing organization are essential.
The Executive Assistant must be creative and enjoy working within a small, collaborative arts-based environment that is mission and results driven and community oriented.
What You’ll Do
Reporting directly to the Executive Director (ED), the Executive Assistant, who is preferably based in Kalamazoo County, will:
-Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Executive Director
-Serve as a liaison on behalf of the ED to the board of directors, board committees, and senior management
-Provide logistical and organizational support to the ED, SLT, Board of Directors and committees, including managing correspondence, preparing reports, and taking minutes during meetings
-Screen, direct, respond to, and prioritize calls and correspondence, facilitating the smooth exchange of information as a first point of contact for staff, board members, and external partners.
- Organize and coordinate executive outreach and external relations efforts
-Plan and oversee logistical arrangements for meetings, including space and facility needs, meals and refreshments, supplies, and technology.
-Compose and edit and format documents, reports, agendas, and presentations
-Oversee special projects and fundraising events
-Oversee office supply inventory
-Develop and manage expense reports for reimbursements as well as the annual budget for the ED’s office and board of directors
-Perform other duties as assigned by the ED
Who You Are & Keys to Success (the must-haves)
To be successful in this job, you will excel in the following areas:
-Writing & Review Skills: You have strong writing, editing, proofreading skills and the ability to easily change writing styles based on the audience and voice of the piece.
-Board Relations: You will serve as a point of contact and therefore must have the ability to anticipate the needs of the board of directors based on established structure. You have experience serving a board of directors (scheduling, arranging, and attending board meetings, taking minutes, and maintaining institutional documents).
-Emotional Intelligence: You are empathetic, compassionate, understanding, possess self-awareness and social awareness skills and have the ability to manage productive relationships.
-Office Technologies: You have high-level proficiency with Microsoft Office (Word, Excel, PowerPoint, OneDrive, SharePoint) and Adobe (Acrobat), as well as Google Suite (Gmail, Google Drive, Google Calendar, Google Forms), and able to quickly adapt to new technologies.
-Results-orientation: You have a track record of achievement and producing results.
-Project Management skills: You stay on top of multiple projects, plan backwards, anticipate obstacles, identify and involve stakeholders appropriately, use resources wisely, and complete work by due dates.
-Self-Directed and Collaborative: You possess the ability to work independently as well as a team member.
-Experience: You will have 5-8 years of experience as an executive assistant capacity with proven ability to excel at the responsibilities of the role. You have experience working under pressure and managing multiple, competing tasks and priorities. You have prior experience providing high-level support to boards, committees and similar work groups. Your background includes drafting agendas, presentations, reports, and correspondence on behalf of senior executives.
If you were here right now, you would be:
-Performing all administrative support duties for the Executive Director
-Performing all administrative support duties for the Board of Directors
-Working closely with Executive Director and Director of Advancement in all aspects of the KIA’s fundraising initiatives
-Arranging meetings and special events related to the Museum Executive -Director’s office, senior staff, and Board of Directors
-Performing a variety of special projects and confidential tasks
-Preparing agendas, minutes, and notifications for Senior Leadership Team, full -Board, Executive Committee, and Subcommittee meetings, as directed by the Executive Director
-Planning monthly All Staff Meetings and actively participate as a member of the Museum’s Fun Committee
-Attending community events and building relationships with community organizations and individuals
What Else You Should Know
The Kalamazoo Institute of Arts recruits team members that are as economically, culturally and ethnically diverse as the community we serve. We are committed to IDEA - Inclusion, Diversity, Equity, and Accessibility, including but not limited to race, color, religion, sex, national origin, age, disability, height, weight, marital status, sexual orientation, protected genetic information, veteran status, or any other characteristic protected by law.
The position is full-time and is based in Kalamazoo County. The role requires occasional attendance at community events, extended workdays and periodic irregular work hours. You will work in a well-lit, pleasant, collaborative, shared office space. Physical requirements include: frequently standing, walking, and handling; and reach with hands and arms.
The salary for this position ranges from $45,000 - $55,000, with starting rate based on experience. The KIA offers compensation and a benefits package that includes medical, dental, life insurance, long-term and short-term disability, and retirement program with employer contribution, paid time off including annual vacation, sick and personal leave, some 12 museum holidays, 2 floating holidays, and discounts in the Museum’s Gallery Shop and courses through the Kirk Newman Art School.
Submission Deadline: Initial review of submissions will begin June 3, 2024. Application materials received by this date will be given priority consideration. This job listing will remain open until the first interview phase is complete or until a sufficient number of qualified candidates have been identified. NOTE: Incomplete application materials may not receive full consideration for the position.
