Executive Assistant (Staff Assistant III)

Overview

The Executive Assistant (Staff Assistant III) position This position offers an exciting opportunity for an experienced administrative professional to join a collegial team and provide support to the Executive Director of the Nora Eccles Harrison Museum of Art (NEHMA) at Utah State University. With the recent opening of the Wanlass Center for Arts Education and Research, along with increases in attendance, programmatic activity, board engagement, and fundraising, this position will join during a pivotal period of growth and will perform various administrative support and secretarial tasks. Additionally, it will support improved operations for the NEHMA team and support engagement with the board and key stakeholders. This opportunity is ideal for a seasoned professional who thrives in a fast-paced, collaborative environment and is passionate about excellence. Candidates must enjoy working in a mission-driven environment focused on creating impactful learning and social experiences with art for students and faculty of Utah State University, as well as K-12 students and the Northern Utah community.

 

The ideal candidate will be personable, proactive, organized, and discreet. They will frequently interact with high-level donors and senior administrators at the University and should feel comfortable engaging with a wide range of constituents. A sense of humor is also welcome!

Responsibilities

• Managing the Director’s calendar to align with organizational priorities.
• Schedule, organize, and take minutes at Board meetings and staff meetings.
• Prepare, review, and organize correspondence, reports, presentations, and meeting materials, as needed.
• Maintain organized filing systems, office supplies, and ensure operational efficiency.
• Prioritize tasks effectively, managing multiple deadlines with a positive attitude.
• Work closely with appropriate staff to assist with donor meetings, correspondence, and compiling reports.
• Perform office duties, including answering phones, directing calls to appropriate parties, data entry, filing, and other general duties as assigned.
• Serve as a liaison with other departments and constituencies in the resolution of matters concerning the activities and operations of the department.
• Greets and directs visitors.
• Sorts, screens, and distributes incoming and outgoing mail.
• Performs miscellaneous job-related duties as assigned.
• Experience in understanding and reviewing budgets.
• Process receipts to appropriate accounts and track expenses for Executive Director.
• Support the Executive Director with human resource-related tasks.
• Be self-driven with the ability and willingness to take direction and work with others.
• Excellent writing, listening, and proofreading skills.
• Skilled with basic office equipment, including printers, copiers, and telephone systems.

Qualifications

Minimum Qualifications:

• Bachelor’s degree OR Four years of experience, OR an associate degree/technical training, plus two years of office management/supervisory experience
• Demonstrated knowledge of finance and budgeting
• Demonstrated human relations and effective communication skills are also required

Preferred Qualifications:

• Experience working in a university setting
• Proven experience as an executive assistant or in a similar administrative support role, preferably in a cultural or nonprofit environment
• Passion for the arts and arts administration (experience in museums or arts organizations is a plus)

Knowledge, Skills, and Abilities:

• Proficiency in online research, Outlook, Windows, Word, Excel, Power Point and Adobe Acrobat a must
• Excellent customer service skills
• Excellent organizational, time-management, and multi-tasking skills
• Excellent written and verbal communication skills, with experience drafting high-quality correspondence and reports
• A professional, diplomatic approach to building relationships
• A proactive mindset, anticipating needs, and maintaining high standards under pressure
• Ability to handle confidential information professionally and discreetly
• Warm, approachable, and mature personality with a good sense of humor

Required Documents

Along with the online application, please attach:

 

1.  Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”

2.  Cover letter to be typed/pasted at the end of your application

 

**Document size may not exceed 10 MB.**

Advertised Salary

Minimum $42,000; Commensurate with experience, plus excellent benefits

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