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Administrative Assistant

National Czech & Slovak Museum & Library

Position Description

Title: Administrative Assistant

Reports to: President and CEO

Status: Regular part-time (30 hours per week), M-F

 

Major Function and Purpose

Perform administrative and office support activities for the President and CEO and other members of the staff, as directed.

 

Essential Job Functions

  • Answer phones and direct all incoming calls to the appropriate party promptly and efficiently
  • Communicate and handle incoming and outgoing electronic communications on behalf of the President/CEO
  • Maintain the President/CEO’s calendar to maximize President/CEO’s time; coordinate the President/CEO’s schedule and update her calendar accordingly
  • Arrange “callbacks,” provide back-up materials for callbacks
  • Assist with Board of Trustees meeting preparation, maintain board files, send out meeting reminders, meeting documents, arrange GoToMeeting
  • Assist the President/CEO in preparing and distributing meeting agendas and collateral materials in advance
  • Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary
  • Assist with preparation of the President/CEO’s presentation materials
  • Act as recording secretary for the meetings of the President/CEO and all Board of Trustees meetings; prepare meeting minutes
  • Draft, prepare, distribute, and follow up with various correspondence
  • Process thank-you correspondence
  • Arrange travel schedule and reservations for executive management as needed
  • Arrange meeting facilities and amenities
  • Prepare expense reimbursements and credit card reconciliations
  • Enter gifts and other information into the database
  • Provide oversight and coordination of volunteers at the executive information desk
  • Update mail and phone directories, routing information
  • Order office supplies, business cards, and related items; coordinate office equipment service calls
  • Assist in the coordination and planning of NCSML-related events and projects
  • Participate in other activities at the discretion of management and other duties as assigned

 

Minimum Qualifications

  • Associate’s degree required
  • Related experience
  • A commitment to the mission of the NCSML

 

Knowledge, Skills and Abilities

  • Knowledge of office administration practices and procedures
  • Able to demonstrate principles and practices of sound business communication
  • High level of interpersonal skills, as well as written and oral communication skills
  • Ability to understand and follow written and oral instructions
  • Keen attention to detail
  • Possesses the ability to prioritize and manage multiple projects simultaneously and work well under pressure
  • Demonstrated commitment to completion of projects on a timely basis
  • Ability to organize, set priorities, take initiative and exercise sound independent judgment within areas of responsibility
  • Upbeat, positive, outgoing, personable and able to relate well with diverse populations and age groups
  • Personal qualities of integrity, credibility, confidentiality, and commitment to the NCSML
  • High level of proficiency in the use of Microsoft Office programs, especially MS Word, MS Excel and MS PowerPoint to create complex documents and materials requiring the interpretation and manipulation of data
Interested persons should email a cover letter, resume, and three references to Brittany Scanlon, Director of Operations, at: bscanlon@ncsml.org. NCSML is an equal opportunity employer. The position will be filled by November 15, 2018.

To apply for this job email your details to bscanlon@ncsml.org

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