Executive Assistant - Utica - Munson

Description

Munson is seeking a highly organized, proactive professional who thrives in a dynamic cultural environment to serve as Executive Assistant to the President. This pivotal role ensures the smooth and efficient operation of the President's Office while advancing Munson's broader institutional goals.
JOB SUMMARY:
The Executive Assistant reports to the President/CEO, and serves as a trusted partner, providing high-level and confidential administrative and project support to advance the priorities of the executive office and serving as the primary point of contact on all matters related to the President's Office. This position ensures the President is well-prepared, informed, and able to focus on strategic leadership. The Executive Assistant also provides administrative services of a responsible nature to the Board of Trustees, and, on occasion, to the Treasurer.
The regular schedule for this full-time position is Monday through Friday, 9:00 a.m. to 5:00 p.m., with a one-hour lunch break, for a 35-hour workweek. Compensation is paid on a bi-weekly basis.
OUR CULTURE:
Munson is committed to community engagement and belonging. We encourage applications from all qualified candidates, regardless of background, and welcome the unique perspectives and experiences they bring. If your skills and qualifications align with this opportunity, we invite you to apply to join our team. This position will model the values and culture of the organization to colleagues and the public by being welcoming, inclusive, and respectful and will value collaboration across the organization.
ESSENTIAL JOB FUNCTIONS:
Administrative duties:

• Researches, authors, prepares, reviews, proofreads, and edits documents, correspondence, meeting minutes, PowerPoint presentations, reports, spreadsheets, and other pertinent and confidential written materials prepared by or on behalf of the President, Treasurer, and on occasion, Chair of the Board or a committee chair.
• Demonstrate leadership to maintain credibility, trust, and support with members of senior staff; build relationships crucial to the success of the organization and represents the President's Office with exceptional professionalism, confidentiality and interpersonal skills in a highly visible executive office environment.
• Maintains the security and confidentiality of system access credentials.
• Provide excellent customer service, receiving and referring guests, responding to direct telephone and office inquiries, routing, and prioritizing incoming and outgoing mail/email; answering queries; minor local errands; and, on occasion, substitute at the Museum reception desk.
• Organize and maintain office files and documents per established system; prepare archival documentation for the President's Office.
• Help organize and maintain Munson administrative and operational policies.
• Facilitate incoming telephone calls.
• On occasion, process organizational mail.

Fiscal

• Maintain fiscal policies by monitoring budgets and expenditures, preparing payment requests, travel reports, and other financial documents for the President and Treasurer's offices.
• Receive and process payment requests, maintain the departmental budget, and assist with annual budget preparation.
• Analyze fiscal data and prepare spreadsheets and presentations.

Board of Trustees

• Oversee all meeting arrangements for overall Board and for Board Committees, prepare agendas, and collect, edit and proofread supporting materials meeting (i.e., division and financial reports and documents, Museum-related accession sheets, loan sheets, subcommittee minutes, etc.).
• Maintain Board or trustee documents and calendar.
• For out-of-town meetings, make travel, facility use, and catering arrangements.
• Take minutes at meetings and prepare for distribution.
• Maintain all Board records.

President's calendar

• Coordinate and facilitate the President's calendar by arranging appointments, meetings, conferences, reservations, and travel.
• Alert the President of daily calendar items and prepare materials pertaining to each in advance.

Events and Meetings

• Arrange for meetings, events, and guests by scheduling facilities and working closely with the events manager and department heads to arrange facility and catering arrangements for meetings and special events.
• Generate invitations from the President's office and maintain attendee responses.
• Arrange schedule and hotel accommodations, restaurant reservations, travel arrangements, etc. for Munson guests.

Organizational Service:

• Maintain office by ordering supplies and organizing inventory and equipment.
• Serve on intra-divisional committees and assist with special projects and assignments.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS, & ABILITIES:

• Bachelor's degree preferred and 3 to 5 years of job-related experience in a similar professional office, non-profit, or cultural environment. Or, an equivalent combination of education and experience from which comparable skills have been obtained.
• Effective organizational and time management skills and ability to prioritize tasks, work independently, and follow through on all assignments with minimal direction.
• Excellent communication skills and positive and professional interpersonal skills to interact with donors, trustees, and visitors, as well as with Munson staff.
• Exemplary writing and proofreading skills; proficiency with Microsoft Office and Google Suite including skills in creating charts, graphs, and tables.
• Ability to recognize and discreetly handle sensitive and confidential information in a professional manner.
• Critical thinking, consensus building, and problem-solving skills.
• Ability to gather information, sort, draft, and write to articulately and accurately convey the information to the intended audience.
• Ability to read budget reports and accurately prepare fiscal documents and forms.

COMPUTER, MACHINE & EQUIPMENT SKILLS:

• Advanced personal computer skills that include the ability to send/receive e-mail messages, post information to a database or spreadsheet, and perform advanced word processing, bookkeeping, and data entry.
• Knowledge/use of computer, printer, photocopier, phone system, fax machine, and scanner.
• Requires proficiency with Microsoft Office (Word, Excel and PowerPoint) and Google Suite and various software programs.

PHYSICAL ACTIVITIES & ENVIRONMENTAL CONDITIONS:

• Physical activities are consistent with performing routine office work, such as using standard office and computer equipment.
• Close mental and visual attention required to perform work dealing primarily with preparing and analyzing data and figures and extensive reading.
• Work is performed in an internal environment; however, occasional seasonal events may require work in an outdoor setting.

The final candidate will be required to complete a post-offer, pre-employment background check.