Overview
Executive Assistant Jobs in Altamonte Springs, FL at AdventHealth Corporate
ABOUT THE WALTERS ART MUSEUM
The Walters Art Museum is among America’s most distinctive museums, forging connections between people and art from cultures around the world and spanning seven millennia. Located in Baltimore’s Mount Vernon neighborhood, the Walters is free for all. The museum’s campus includes five historic buildings and 36,000 art objects.
Today, The Walters serves Baltimore and Maryland by embracing its role as educator and storyteller, using the collection as a vehicle of knowledge and cultural expression to support learning, dialogue, and community engagement. The museum is committed to public education, offering essential programs that help people to connect art to their lives. The Walters Visitor Promise aligns staff and volunteers across the museum to preserve and share the works in our care for future generations, partner with communities, and create welcoming, accessible experiences for visitors. The museum offers challenging and creative work opportunities by promoting collaboration, teamwork.
Overview of Role
The Administrative Assistant to the Board of Trustees and the Office of the Executive Director will assist in providing a variety of specialized and confidential administrative duties in support of the Walters Art Museum’s Board of Trustees, its Board Committees and the Office of the Executive Director. This role requires someone who is detail oriented and proven ability to be thorough, responsive and maintain a high level of professionalism. This position reports to the Senior Administrator of the Executive Office with a dotted line to the Director of Development.
Duties and Responsibilities:
Board of Trustees:
Be the primary point of contact for correspondence with the Board of Trustees, Committee members, Non-Trustee Committee members and Ex-officio members. Correspondence may be via letter, email or Onboard.
Maintain a current file for each member of the Board of Trustees including contact information, committee assignments and Board terms.
Collaborate with Executive Director, Board President, and Committee chairs to schedule annual Board and Committee meetings as well as other Walters-related commitments for individual members of the Board of Trustees.
Develop, schedule and facilitate an annual New Trustee Orientation program.
Coordinate all activities in preparation for the Board of Trustees and Committee meetings including, but not limited to, gathering materials from staff liaisons, coordinating IT/AV needs, collaborating with the Walters’s events manager on food and beverage needs if applicable.
Printing documents, creating folders, printing tent cards and ID badges as needed.
Attend on-and off-site Board of Trustees and Committee meetings. Record actions, and take notes for use in preparing official minutes of Board of Trustees regular, special, and committee meetings.
Prepare the official minutes and distribute as required. Maintain current files of board materials and minutes.
Draft and/or edit correspondence such as emails, letters, reports, and other materials for distribution to the Board of Trustees via email and/or OnBoard software.
Receive and screen mail, telephone calls, emails, and visitor requests for members of the Board of Trustees to determine the nature and urgency of business. Exercises judgment in responding to routine inquiries or referring them to appropriate staff/offices.
Make arrangements for Trustee travel as needed. Assist in arranging transportation and hotel accommodations and preparing travel expense claims for members of the Board of Trustees.
Performs related duties as assigned.
Office of the Executive Director:
Collaborate closely with the Senior Administrator of the Executive Office to ensure the organized, efficient and professional operation of the Office of the Executive Director including but not limited to:
Processing Mail
Maintaining Executive Director’s calendar
Making travel arrangements as needed
Performing monthly credit card reconciliations
Maintaining Office of the Executive Director’s files (paper and electronic)
Serve as administrative support to the Executive Director in the absence of the Senior Administrator of the Executive Office
Qualifications:
2-5 years of experience working in a C-suite environment
Proficient in Microsoft Office including Word, Excel, Outlook, PowerPoint,
Proficient in Google Suite
Thorough understanding and experience with clerical office procedures such as:
Principles and procedures of record storage, control, retrieval and management
Customer service techniques for public contact in person and on the telephone
Routines and procedures of Board of Trustees meetings
Organizational structure, functions, and key staff of the Board of Trustees reports and correspondence
Proficiency with OnBoard Trustee support software preferred
Skilled in:
Strong professional communication skills: written and verbal
Operating computer and standard office equipment
Interdepartmental collaboration and communication
Maintaining interpersonal communication & relationship with peers, staff, visitors and guests
Ability to:
Maintain a high level of professionalism
Maintain a high level of confidentiality
Work independently without direct supervision
Work collaboratively with both internal and external stakeholders
Be flexible in work hours to accommodate Board, Executive Office, and museum meetings and events
Job Schedule: 40 hours per week
Salary Range: $45,000-$55,000
The Walters Art Museum provides an excellent comprehensive benefits package that includes medical, dental, prescription, vision, subsidized transportation and parking, museum membership, short term disability, long term disability, FSA (flexible spending account), 457b retirement, and free professional financial management counseling.
All employees must be legally authorized to work in the United States. The museum does not sponsor work visas.
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Title: Executive Assistant
Company: AdventHealth Corporate
Location: Altamonte Springs, FL
