EXECUTIVE SECRETARY
Reports to: Artistic Director
SUMMARY
Provide personal administrative support to the Artistic Director and other senior management
as assigned. Duties include general clerical, receptionist and project based work. Project a profess-
ional company image through in-person and phone interaction. Promote the philosophy of Art For
People in all interactions.
| PRIMARY RESPONSIBILITIES | |
|
1. |
Prepare correspondence, reports, and materials for publications and presentations. |
| 2. |
Setup Artistic Director's travel arrangements. |
| 3. |
Setup accommodation and entertainment arrangements for organization guests and visitors. |
| 4. |
Maintain Artistic Director's calendar. |
|
5. |
Prepare and maintain Artistic Director's expense report. |
|
6. |
Setup and coordinate meetings and conferences. |
|
7. |
Create, transcribe, and distribute meeting agendas and minutes. |
|
8. |
Answer telephones and handle in appropriate manner. |
|
9. |
Meet and greet visitors. |
|
10. |
Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing. |
|
11. |
Maintain hard copy and electronic filing system. |
|
12. |
Sign for UPS/Fed Ex/Airborne packages. |
|
13. |
Research, price, and purchase school and performing arts center supplies. |
|
14. |
Coordinate project-based work. |
|
15. |
Supervise any additional support staff. |
|
16. |
Other duties as assigned. |
ADDITIONAL RESPONSIBILITIES
|
1. |
As assigned by Artistic Director. |
KNOWLEDGE AND SKILL REQUIREMENTS
|
1. |
Commitment to the goals and philosophy of Art For People. |
|
2. |
Basic reading, writing, and arithmetic skills required. This is normally acquired through a high school diploma or equivalent. |
|
3. |
Knowledge of Microsoft Office and telephone protocol. Computer literate with the ability to learn new software applications. Duties require professional verbal and written communication skills and the ability to type 60 wpm. Visibility of work requires attention to detail, excellent organizational skills, and discretion with confidential information. This is normally acquired through a combination of the completion of an Associates Degree and three to five years of secretarial experience. |
|
4. |
Work requires willingness to work a flexible schedule and occasional overnight travel. |
WORKING CONDITIONS
Working conditions are normal for an office environment. Work may require occasional overnight travel and weekend and/or evening work.