Administrative Assistant

National Czech & Slovak Museum & Library

Position Description

Title: Administrative Assistant

Department: Executive

Reports to: President and CEO

Status: Regular part-time (28 hours per week), 8 am to 12 noon plus 2 afternoons, 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

  • Be responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings
  • Answer phones and direct all incoming calls to appropriate party promptly and efficiently
  • Handle telephone & email inquiries and respond as appropriate
  • Communicate and handle incoming and outgoing electronic communications on behalf of the President/CEO
  • Arrange “callbacks”, provide back-up materials for callbacks
  • Maintain the CEO’s calendar to maximize CEO’s time efficiency; Coordinate the President/CEO’s schedule and update her calendar accordingly
  • Assist the CEO in preparing and distributing meeting agendas and collateral materials in advance
  • Assist with board meeting preparation, maintain s-drive board files, send out meeting reminders, board meeting docs, arrange GoToMeeting
  • Act as recording secretary; prepare meeting minutes
  • Arrange travel schedule and reservations for executive management as needed
  • Assist with preparation of presentation materials
  • Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary
  • Draft, prepare, distribute and follow-up with various correspondence
  • Prepare expense reimbursements and credit card reconciliations
  • Arrange meeting facilities and amenities
  • Enter gifts and other information into the database
  • Process thank-you correspondence
  • Update mail/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, other duties as assigned


Minimum Qualifications

  • A four-year college degree
  • Related experience
  • A commitment to the mission of the NCSML


Knowledge, Skills and Abilities

  • Has knowledge of office administration practices and procedures
  • Able to demonstrate principles and practices of sound business communication
  • Able to use correct English, including spelling, grammar and punctuation and have the ability to compose correspondence from brief instructions
  • Possesses excellent verbal skills
  • Has keen attention to detail and a tolerance for working on multiple projects simultaneously
  • Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
  • Has the ability to understand and follow written and oral instructions
  • Can organize, set priorities, take initiative and exercise sound independent judgment within areas of responsibility
  • Is upbeat, positive, outgoing, personable and able to relate well with diverse populations and age groups
  • Has a demonstrated commitment to completion of projects on a timely basis
  • Ability to take initiative, multi-task & work well under pressure
  • 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
  • Outstanding keyboard skills
  • Some knowledge of budgeting, record keeping, filing and purchasing practices and procedures is required
  • Has the highest level of confidentiality


Interested persons should submit a letter of application and resume to Gail Naughton, President and CEO, gnaughton@ncsml.org. or mail to 1400 Inspiration Place SE, Cedar Rapids, IA 52403. NCSML is an equal opportunity employer. The position is open until filled.

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

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