Administrative Specialist

Special Projects

• Independently manages strategic initiatives on behalf of the President, including project objectives, determining implementation approaches, coordinating cross-functional teams, and recommending solutions to complex issues.
• Schedules special project meetings for President and other team members as required.
• Represents President at meetings when appropriate.
• Works closely with development team, supports public funding initiatives and public or elected official interactions and correspondence.
• Affords assistance to marketing team with oversight of Canto (photo and video storage system) and other systems as assigned.

Administrative

• Assists Executive Assistant in supporting the President including scheduling, arranging, and coordinating meetings for the President.
• Composes and/or transcribes correspondence upon request including internal and external emails, presentations, and reports.
• Affords assistance to Executive Assistant with organizational details for Board meetings, including transcribing minutes and logistics.
• Affords assistance in organizing and maintaining filing systems.
• Exercises discretion in handling confidential and sensitive organizational matters.
• Serves as a strategic liaison between the President and senior leaders, government officials, and community stakeholders.
• Attends Senior Staff and other meetings when requested.
• Corresponds in a timely, pleasant, and professional manner with all O-pa constituents (Board members, staff, artists, volunteers, customers, government officials/agencies, other arts organizations, vendors, etc.).
• Maintains confidentiality of all O-pa information.
• Serves as a backup to the Executive Assistant in day-to-day functions.
• May perform other duties as assigned.

Requirements

• Two to three (2-3) years administrative experience or equivalent.
• Flexible schedule, including occasional evening & weekend availability is required to provide coverage for critical business situations.
• Ability to be self-motivated with processes and assignments, motivate others, and ensure projects are completed on time.
• Ability to take initiative; to see what needs to be accomplished and take action while keeping the President informed.
• Detail-oriented with the ability to produce accurate, high-quality products.
• Flexible with the ability to work in a fast-paced, changing environment.
• Excellent verbal and written communication skills.
• Pro-active in identifying and meeting organizational needs.
• Service-oriented and operates with a growth mindset.
• Proven ability to manage multiple outstanding tasks and/or projects.
• Proven ability to work under pressure while maintaining composure and a pleasant demeanor.

Minimum Education Requirements

• Associates degree or higher in related field.