Executive Assistant


Salary Grade

$30,000 - $34,000

Reports to

Executive Director

Job Description Summary

The executive assistant provides high-level administrative support to the Lake Wales Arts Center by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for executives. The executive assistant will also be required to attend Lake Wales Arts Center programming, help with pre and post event cleaning and setup, and be available for weekend and evening events.  

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  1. Type reports, memos, letters and other documents using word relevant computer software.

  2. Answer phone calls and direct calls to appropriate parties or take messages.

  3. Record, type and distribute meeting minutes.

  4. Greet visitors and determine whether they should be given access to specific individuals.

  5. Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

  6. Perform general office duties such as ordering supplies and maintaining records management database systems.

  7. File and retrieve corporate documents, records, and reports.

  8. Open, sort and distribute incoming correspondence, including faxes and email.

  9. Make travel arrangements for executives.

  10. Coordinate with volunteers

  11. Create and distribute print marketing materials

  12. Generate social media content

  13. Develop online advertisement

  14. Coordinate with artists and performers

Competencies

  1. Communication Proficiency.

  2. Time Management.

  3. Collaboration Skills.

  4. Personal Effectiveness/Credibility.

  5. Flexibility.

  6. Technical Capacity.

  7. Stress Management/Composure.

  8. Social Media Marketing

  9. Google Apps

  10. HootSuite Integration

  11. Monday.com integration

  12. Print media advertising

  13. Basic understanding of visual and performing arts

Supervisory Responsibility

This position requires the coordination of volunteers.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

This position is primarily sedentary but will require light/medium stress physical activity for setting up and breaking down events.

Position Type and Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 9:00 a.m. to 5 p.m. as well as evening and weekend events.

Travel

No overnight travel is expected for this position. There may be occasional local day travel.

Education and Experience

  1. High School Diploma (required)

  2. Bachelor's Degree (required)

  3. Computer Skills (required)

  4. Secretarial experience (recommended)


Please submit your application below for consideration. 

Name *
Name
Phone Number *
Phone Number

*Open until filled* 

Andrew Allen