Executive Assistant

About Atrium:

Client Overview:

Our client is a not-for-profit cultural institution dedicated to connecting the public with the arts. They aspire to be a catalyst for experimentation, learning, and creativity, a gathering place for all, and a home for artists and their ideas. They are seeking a temp-to-perm Executive Assistant to support two C-suite executives.

Salary/Hourly Rate:

$38/hr – $43/hr

Position Overview:

The Executive Assistant will provide high-level administrative and project support to the executive office. Reporting to two C-suite executives, the Executive Assistant will be responsible for extensive calendar management, travel coordination, contact and database management, drafting correspondence, and handling a broad range of both internal and external inquiries. This role has significant interaction with executive staff, trustees, donors, foundation staff, and other key stakeholders. In this role, you will provide seamless support to top-level executives, managing day-to-day operations with discretion, efficiency, and professionalism. The ideal candidate brings a hospitality mindset, exceptional organizational skills, and a strong understanding of supporting leadership within a not-for-profit environment.

Responsibilities of the Executive Assistant:

• Provide executive leadership with extensive, continuous, and proactive calendar management, travel management, expense management, detailed meeting planning, and overall executive support.
• Act as a representative of executive leadership regarding internal and external relations and correspondence.
• Schedule board and executive committee meetings, distribute agendas and board packets, and assist with presentations and on-site technology.
• Create presentations, draft correspondence, and complete expense reports.
• Arrange on- and off-site events, appointments, and travel for departmental leadership.
• Draft correspondence for executive leadership.
• Ensure that executive leadership is informed of priorities, deadlines, and challenges.
• Assist executive leadership in tracking key operational metrics by organizing and compiling data, researching facts, and coordinating information retrieval.
• Respond to a wide variety of requests for information, policies, procedures, and executive action.
• Proactively analyze needs and problems and determine appropriate approaches and priorities.
• Track internal and external contacts and maintain contact databases.
• Operate with strict confidentiality and discretion.
• Provide general office management support including guest reception, supply ordering, and employee relations (approximately 10-15% of total work time).
• Perform ad hoc special projects as needed.

Required Experience/Skills for the Executive Assistant:

• Ability to proactively manage multiple tasks, schedules, and projects simultaneously.
• Self-motivated with strong organizational skills, analytical ability, and meticulous attention to detail.
• Exceptional written and verbal communication skills.
• Ability to meet and perform under tight deadlines, think clearly under pressure, exercise good judgment, prioritize tasks, and meet deadlines.
• Ability to maintain discretion and confidentiality.
• Ability to anticipate needs, identify and resolve issues independently, and adjust to changing priorities and situations.
• Proficiency in Microsoft Office Suite.

Preferred Experience/Skills for the Executive Assistant:

• Non-profit Executive Assistant experience.

Education Requirements:

• Bachelor’s degree preferred or equivalent professional experience.

Benefits:

• Potential for conversion to a full-time Executive Assistant role with long-term opportunity.
• Atrium Care Package available upon eligibility.

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As a woman-owned firm, we value diversity. We are an equal opportunity and affirmative action employer and will consider all applications without regard to race, sex (including gender, pregnancy, sexual orientation and gender identity), age, color, religion or creed, national origin or ancestry, veteran status, disability (physical or mental), genetic information, citizenship or any other characteristic protected by law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Candidates who apply for roles through the Atrium website will be added to our candidate pool and may be considered for additional roles of a similar title. Please contact us to request an accommodation.
EOE/M/F/D/V/SO