Job Purpose: The Executive Assistant is expected to develop or have a strong foundation in best management practices for nonprofit management. This position supports the Executive Director (ED) to foster and maintain Artist Boat’s growth through development, administration, human resources, and financial management. The purpose of the job is to provide executive level administration to the Executive Director to assure growth of Artist Boat’s donor, volunteer, participant, and employee base. This person will manage daily internal and external administration of the organization’s offices, assist with the functions of the development and marketing office; lead on-the-ground outreach and development event planning; and provide proper data entry and data management of donor and grant data bases as needed. The purpose of this job is to to answer phones, organize files, create correspondence (internal and external), prepare requested reports and documents, procure office and facilities equipment or supplies, provide clerical skills (manage the ED calendar, sort mail and email, and communicate on the behalf of the ED), assist the ED in event and meeting planning, plan weekly staff meetings, prepare for monthly committee meetings, provide Human Resource support, and assist with managing the donor data base management with data entry for advancement of donor procurement and retainment.

Personality: Candidate must be intrinsically motivated, results-oriented and possess a positive outlook; must demonstrate positive and professional communication at all times with the Executive Director; should be a natural forward planner who critically assesses own performance as well as organizational performance; should be mature, credible, and comfortable in dealing with people at all levels; reliable, tolerant, able to get on with others and be a team player; driven to develop professionally and seek out opportunities for professional development; committed to clear communication with the ED; committed to taking care of any tasks that leverage the ED’s ability to garner resources, donors, and partnerships for Artist Boat; and consummate professional holding the confidentiality of the Executive Director at all times.

Essential Function:

Provide ongoing administrative support required for the successful function of the key focus areas for the ED (office and human resource administration, development and fundraising, outreach and marketing, and programs).

Prepare meeting agendas; record, transcribe, and distribute minutes of meeting; produce notifications for subcommittees and staff meetings
Manage and maintain executives’ schedules, appointments, calendar, and travel arrangements
Answer and screen telephone inquiries, take and route messages, and record information for proper notification to correct employee or party

·       Maintains employee files and assist with human resources management; communicate with insurance companies and update benefits/policies

·       Prepare expenditure and expense report for Executive Director

·       File and organize office of Executive Director and development offices

·       Assist with and perform data entry and database management functions

·       Assist with, prepare, and assure thank you letters and tax letters are sent in a timely manner to donors

·       Plan and procure resources for maintaining the offices and facilities and technology (including getting bids and planning logistics of repairs or installations)

·       Assist with special projects as requested

·       Prepare for new employees and set up new employees (inclusive of training schedule for duties of their job)

·       Manage human resources functions of the administrative offices

·      Foster and maintain a professional atmosphere among employees in the office

·       Prepare and edit correspondence, communications, presentations and other documents for the Executive Director as requested

·       Develop and implement daily, weekly, monthly, quarterly, and annual schedule for administrative functions/tasks

Complexity and Problem Solving:

Ability to provide project support and assist the Executive Director on multiple assignments at one time
Ability to work and thrive in a high-visibility and fast-paced, sometimes stressful environment, and assure swift communications with the ED
Ability to maintain complex calendar and project management lists
Ability to manage marketing, development, and special event budgets
Ability to manage files and institute a best practice of filing across hard-copy and electronic systems

Discretion / Latitude / Decision Making:

Ability to recommend wise decisions based on analysis, wisdom, experience, and sound judgment
Ability to learn and acquire knowledge and skills related to administrative and office management, file organization (hard and electronic), and executive functions
Ability to act independently
Ability to maintain confidentiality

Communication/ Interpersonal Skills:

Ability to build and maintain constructive and effective relationships with staff, board members, partners, and various outside individuals/organizations while accurately representing the philosophy of the Executive Director
Ability to work effectively in high-tension situations and maintain composure under pressure

Working Conditions/Physical Effort:

Ability to work long hours and weekends when needed
Ability to manage time and keep a calendar
Be able to utilize personal cell phone to communicate
Coordinate major fundraising events with the Executive Director and committee volunteers

Qualifications: The ideal candidate will possess the following qualifications:

2 to 5+ years of experience or equivalent work experience in office administration
Professional experience in a nonprofit or small firm setting
Ability to use existing technology to achieve desired results; familiar with administrative software
Ability to manage/maintain databases
Highly detail-oriented administrative skills, including thorough record keeping for legal and financial administration and for reporting to government and private funders
Passionate commitment to environmental and arts mission-driven organizations
Exceptional project management skills, with the ability to set priorities, plan tasks, and manage multiple projects simultaneously with strong attention to deadlines
Reliable, personable, and outgoing, able to work independently while part of an interrelated, small team environment
Advanced skills in Microsoft Office Suite and database management, and online research skills; high comfort level with Mac operating systems; able to type at a professional and efficient pace
Exceptional writing skills
Advanced Microsoft Word & Excel skills