Executive Assistant


EMPLOYMENT TYPE

P/T Non-exempt

UNIT

Executive Office

OPEN DATE

02/07/2024

Position Summary:

The Executive Assistant is responsible for managing the Executive Office and for providing administrative support to the Executive Office, which includes the President and CEO, the Chief Impact Officer, and Chief Financial Officer.

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Essential Duties and Responsibilities

  1. Manages all communications for the Executive Office including correspondence, compiling reports, and customer relations.

  2. Manages the Executive Office calendars, all travel and meeting arrangements, as well as logistical support for on-site meetings.

  3. Coordinates scheduling of and records minutes for quarterly Board and monthly Board Committee meetings. Assists in logistics for quarterly Board meetings, including on-site and off-site catering. Manages schedule of periodic one-on-one meetings between President/CEO and Board members.

  4. Prepares briefing and presentation materials and itineraries for meetings, speaking engagements, and travel.

  5. Provides administrative support to the Executive Office in preparation and collection of financial information and reports. 

  6. Maintains knowledge of organization/departmental structures and staffing, and communicates with all staff and Sr. Staff members as required. Schedules and coordinates monthly All Staff meetings and weekly executive leadership team meetings. Provides support for annual holiday gatherings.

  7. Ensures an open door policy is maintained for the President/CEO and interacts with all levels of Museum constituents including Board members, donors, staff, and volunteers.

  8. Maintains communication and coordination with required external associations and organizations that the Executive Office interacts with on an ongoing basis.

  9. Deals with confidential matters.

  10. May require occasional travel to off-site venues for Board Meetings and will include some evening and/or weekend hours to assist as needed with member/donor events, exhibition openings, programs, and various meetings. Regular schedule is Monday–Friday with hybrid option to work from home up to 2 days per week.

  11. Staff members must be able to work with visitors of all ages to support the various events sponsored by JANM. Each staff member will be expected to work on a minimum of three museum-wide events per year: 

    • JANM’s Benefit and Online Auction—(off-site) typically held in the Spring (April-May)
    • Oshogatsu Family Festival (first Sunday in January)
    • Natsumatsuri Family Festival (Saturday in August)

This list is not exhaustive and may be supplemented as necessary. Incumbent will perform related duties as assigned.

Knowledge, Skills, and Abilities

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions outlined above. 

Education

Bachelor’s degree or an equivalent combination of education and experience.

Experience/Knowledge

At least 5 years of advanced professional administrative assistance experience and 3 years of successful project management experience. Experience coordinating both on-site and off-site meetings, conferences, and special events. Previous experience working in complex nonprofit environments such as museums or universities with volunteers and board members desired. Experience working in a diverse, multi-cultural environment is preferable. Excellent organizational skills and attention to detail is required. 

Communication

Excellent communication and negotiation skills. Ability to write routine reports, correspondence, and prepare briefings and presentations. Ability to effectively present information in one-on-one and small group format.

Computer

Tech savvy—facility with spreadsheets, databases, online research and donor tracking, and presentation software is required. Facility with MS Office, Google suite, and Zoom.

Physical

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

Environment

The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

 

The Executive Assistant is a regular, part-time position, scheduled for 25 hours per week, Monday–Friday. Please note, however, that this is an at-will position, meaning that your employment may be terminated at any time, with or without notice, and with or without cause. There is, in other words, no guarantee that you will be employed until any date in the future.

REPORTING RELATIONSHIPS

Reports To: Director of Special Initiatives

Positions Supervised: None

Salary Range

$26–$28 per hour