Posted: May 9, 2019

Administrative Assistant, Office of the President

Reports to:      Special Projects & New Ideas Lead

Status:             Non-Exempt

Overview of what you can expect:

NJPAC’s Office of the President is looking for a resourceful, attentive, and positive individual to provide administrative support at the highest level. In this essential role to the institution, you will assist the day-to-day functions of the President’s Office, manage the President & CEO’s calendar, and ensure that all internal and external business affairs are handled in a highly professional, confidential and efficient manner. If you are passionate about the arts and eager to be part of one of the largest and most dynamic performing arts centers in the country, then this is the job for you.

Can you imagine yourself in the role owning these responsibilities?

  • Manage and own the complex calendar and schedule for the President & CEO
  • Skillfully serve as the primary scheduler for all meetings.
    • Communicate and collaborate closely with administrative assistants in other departments to schedule internal and external meetings and inform senior staff of meeting purpose.
    • Work closely with assistants of external partners to ensure meetings are booked in an efficient and timely manner.
    • Handle meeting set up including cpnference room booking, catering, receiving visitors, and notifying parking, security and reception of President’s guests.
  • Provide daily and up to-the-minute information about schedule with all relevant details, including reminders of meetings, messages, calls and changes to the schedule to ensure President & CEO is on time for all meetings.
  • Partner with Special Projects Lead to prioritize the Office’s schedule and improve operations.
  • Answer President & CEO’s telephone line in a professional and friendly manner – screen calls, take messages and promptly relay them to President & CEO, respond to queries as appropriate.
  • Ensure that all written and email correspondence is well-written and accurately reflects the tone and style of the President & CEO.
  • Proactively respond to issues and requests that do not require the attention of the President & CEO.
  • Update President & CEO’s contacts on a daily basis and communicate contact details for key stakeholders to other departments, ensuring the institution has up to date information.
  • Process quarterly expense reports and monthly credit card reconciliation; track expenses and process invoices.
  • Manage the President & CEO’s performance house seats and donation requests.
  • Efficiently handle projects and assignments in a timely manner.
  • Maintain and file documents.
  • Coordinate travel and accommodations.
  • Assist President & CEO with personal affairs as required.
  • Ensure that all information communicated by the President & CEO is held at the highest level of confidentiality.
  • Maintains a professional and pleasant demeanor, particularly in challenging situations and ensures that a high-level of respect for everyone is always modeled and displayed.
  • Process Journal Ad requests.
  • Errands and other tasks as needed.

Qualifications

What qualifications do you need to have?

Bachelor’s Degree with a minimum of three (3) years’ experience in an administrative or development role, preferably in a cultural institution. Preference given to those who have supported a CEO, President and/or Senior Level Executive(s).

  • Demonstrated interest in cultural or performing arts industry required.
  • Must be an independent, self-motivated, detail-oriented and highly resourceful individual who can prioritize and anticipate the needs of the President & CEO in a fast-paced environment while exercising good judgment and decision-making skills.
  • Requires a highly proactive approach, with the ability to plan and manage routine tasks and long-term projects with minimal supervision in a deadline-driven environment.
  • Must have excellent verbal and written communication, interpersonal, fast decision-making, problem-solving and organizational skills.
  • Professional, friendly, and positive demeanor a must.
  • Strong grammatical, proofreading and editing capabilities.
  • Exceptional relationship management and customer service skills with the ability to successfully engage with internal and external individuals including government officials, community leaders, the media, etc.
  • Must be proficient in Microsoft suite of products including Word, PowerPoint, Excel and related tools. G-Suite experienced a plus.
  • Experience in the cultural or performing arts field preferred.
  • Knowledge of New Jersey and Newark politics, fundraising landscape, corporate and educational environment preferred.

No phone calls please.  Please e-mail résumé, cover letter, and salary requirements to [email protected] (be sure to note the job title in the subject line of your e-mail). Resumes without salary requirements will not be considered.

We thank you for your interest in working for NJPAC. Once submitted, your résumé will be reviewed, and if your background fits our needs, someone from our office will contact you for an interview. 

NJPAC is an Equal Opportunity Employer

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