Executive Assistant

Position Summary

The Executive Assistant will provide high level administrative support to the President/CEO of Hennepin Arts. Through executive support, this role will manage day-to-day functions of the President/CEO, play an active role in creating an inclusive environment, display a high level of professionalism, establish positive relationships with senior leadership, staff, the board of directors, and a wide range of external contacts. The ideal candidate will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. 

Key Responsibilities

• Manages sensitive matters with a high level of confidentiality, discretion, and judgement
• Manages the President/CEO’s calendar; resolve scheduling issues
• Maintains the President/CEO’s office providing day-to-day administration 
• Greets President/CEO’s guests, in person, via email, or on the phone; answer or direct inquiries
• Prepares and executes correspondence
• Prepares Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents
• Reads, researches, collects, and analyzes information to ensure President/CEO is fully briefed on all relevant matters and forthcoming meetings
• Coordinates initiatives through managing timelines, documenting action items, and ensure all commitments are fulfilled
• Arranges travel and accommodations for President/CEO
• Assists with developing the agenda for meetings. Attends meetings, taking notes, following up on action items, and maintaining a record of meeting materials. May be responsible for setting up the room, working with IT, and event staff.
• Manages expenses for the president/CEO and ensures expense reports are accurate and submitted on time
• Be responsive to emails, texts, phone calls, with contact outside normal business hours
• Provides general administrative assistance for the president/CEO and leadership team
• Other work as assigned

Qualifications, Skills, and Knowledge

•  Bachelor’s degree and 5+ years of Executive Assistant experience or similar role; or a combination of education and experience
• Excellent communication skills, both written and verbal
• Ability and commitment to a collaborative and productive work environment that values diversity, equity, and inclusion
• Able to build strong relationships with a wide variety of people (staff, board, and external parties)
• Excellent calendar management skills and ability to coordinate multiple schedules
• Strong organizational and time management skills; able to prioritize, problem-solve effectively with change
• Exercises sound judgement
• High attention to detail
• Proactive, flexible, and resilient
• Able to keep confidential information private and secure
• High level of proficiency in Microsoft Office Suite programs, especially MS-Word, MS-PowerPoint,      and MS-Outlook

Physical Requirements

•  Must be able to work nights, weekends and on call, as necessary
• Ability to lift up to fifteen (15) pounds
• Ability to move freely for extended periods of time while navigating multiple levels and      areas within a venue
• Reasonable accommodations may be made to enable individuals with disabilities to      perform the assigned and essential functions

Salary

$65,000 - $70,000 annually

Disclaimer: The above statements describe the general nature and level of work performed by employees assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and qualifications. Management reserves the right to change or modify such duties as required. 

Hennepin Arts is committed to hiring staff who reflect the diversity of the Minnesota communities we serve. Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the job, and we encourage you to apply, even if you don’t believe you meet every one of our qualifications described. We are committed to recruiting and engaging individuals without regard to disability, gender, race, religion, or sexual orientation. We are committed to equity and are particularly interested in receiving applications from a broad spectrum of individuals. 

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Employment is contingent on passing a pre-employment background check. Your written consent will be obtained prior to a background check being performed.