(70%) The Executive Assistant supports the Executive Director (ED) on all relations with members of the Board of Directors and Advisory Board, including the establishment of a regular communications schedule; formulation and maintenance of “Board Binders” with key educational information about the organization and the current Board constellation; preparing Power Point presentations and other documentation; scheduling and maintaining records of Board and committee meetings; planning and implementing Board, committee meetings, and other Board functions in addition to staff meetings and receptions. The Executive Assistant position also assists with internal and external relations, including written and verbal correspondence.
(30%) The Executive Assistant will also oversee office management by keeping regular maintenance on office needs, particularly office and kitchen supplies. This position will also play a key role in supporting the Human Resources Coordinator with calendar management and upkeep.
The Executive Assistant position entails the following general areas of responsibility:
- Oversees and serves as primary liaison between Board of Directors, Advisory Board(s), and Staff members with regard to meeting materials, reports, agendas, and other materials.
- Collaboration with the ED to develop and maintain Board binders with key organizational information and biographical information on members.
- Responsible for ED communication related to phones, emails, and directs all incoming calls made to ED to appropriate party promptly and efficiently; includes calls from a wide array of individuals in the US and Asia, including high level donors and staff. Requires exceptional communication skills combined with a high degree level of sensitivity, confidentiality, diplomacy, and the ability to take detailed messages.
- Scheduling and management of all Board and related committee meetings, as well as key meetings with ED and other key stakeholders.
- Planning and execution of key meetings, including set-up and ordering food and beverages.
- Responsible for maintaining minutes for key meetings through direct transcription.
- Collaboration with ED on preparing presentations to Board and Advisory Board.
- Supports ED with scheduling, correspondence, emails, incoming requests, etc. via written and verbal communication.
- Oversees incoming (“date stamp”) and outgoing mail activities.
- Other responsibilities as may be assigned by the ED.
- Oversee office supplies and management, including purchasing and inventory of supplies and maintaining supplies storage under good housekeeping standards for maximum efficiency.
- Maintaining staff adherence with supply-ordering schedule.
- Oversee kitchen maintenance, including purchasing and inventory of supplies, dishwasher operation, and maintaining housekeeping standards for maximum efficiency.
- Responsible for assisting Human Resources Coordinator with intense calendar management (Texas Events Calendar and Asia Society Global Calendar).
- Responsible for keeping track of employee birthdays, work anniversaries, and other important milestone dates and special occasions; purchasing and circulating greeting cards; and purchasing complimentary gifts for Board members, key donors, staff, etc.
- Bachelor’s Degree required.
- 1 – 2 or more years’ administrative experience, preferably in a museum or non-profit setting.
- Experience working with Board and committee Relations.
- Good written and oral communication skills.
- Proficiency with Microsoft Office software.
- An understanding of, and an ability to articulate, the accomplishments and goals of an organization like Asia Society.
- Must be a team player and take a collaborative, customer-service oriented approach.
- Creative self-starter who is comfortable with interacting with others in a professional, courteous manner.
- Maturity and calm under pressure.
- Strong communication skills, written and oral.
- Deadline oriented.
- Exhibits resourcefulness and good judgment.
- Willingness to learn effective and innovative ways to manage duties and responsibilities.
- Willingness to take pride and ownership in work.
- Broad interests that span the fields of art & culture, exhibitions, business & policy, and education & outreach, along with the ability to strongly support Asia Society activities.
- Personal integrity and ethical standards.
- Constantly looking to apply best practices.
Materials Required for Candidacy:
1. Letter of interest
3. Finalists will be required to provide three current references
4. Background check required
Asia Society Texas Center does not provide compensation for interview travel nor relocation expenses.
HOW TO APPLY:
Please email your cover letter and resume indicating position and salary requirements to:
Human Resources Department, HRDept@asiasociety.org.
Indicate job title in the subject line.
Resumes without cover letters will not be accepted.
No phone calls, please.
Only those candidates considered for an interview will be contacted.
Please regard your resume as having been received unless your email is bounced back.
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