Executive Assistant

Support the President & CEO at PAFA in a high-level, creative environment where your organization, judgment, and discretion are essential to our daily operations and long-term priorities at America's first art school and museum! This role offers the opportunity to manage critical relationships, handle complex responsibilities independently, and play a key part in keeping leadership focused and effective.

POSITION: Executive Assistant

The Executive Assistant to the President & CEO is responsible for providing comprehensive support to the President & CEO, serving as a liaison to the Board of Trustees and senior staff. Reporting directly to the President & CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President.

This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The Executive Assistant must have the ability to work independently on tasks and projects, from conception to completion, and thrive in a multi-faceted role which requires the ability to handle a wide variety of activities and confidential matters with discretion.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide sophisticated calendar management for the President & CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• Complete a broad variety of administrative tasks that facilitate the President & CEO's ability to effectively lead the organization, including:
  • assisting with special projects;
  • designing and producing complex documents, reports, and presentations;
  • collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence;
  • maintaining contact lists;
  • making travel arrangements;
  • and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the President & CEO, including those of a highly confidential or critical nature. Researches and prioritizes before determining the appropriate course of action, referral, or response, exercising judgment to reflect President & CEO's style and organization policy.
• Communicates directly, and on behalf of the President, and responds to emails/texts/phone calls outside normal business hours, as needed.
• Act as a liaison and provide support to the Board of Trustees. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters .Arrange and handle all logistics for Board meetings and events:
  • schedule meetings;
  • draft agendas;
  • develop, compile, and distribute presentation materials;
  • and record meeting minutes on behalf of Board officers.
• Work closely with the President & CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Serve as a monitor, creating a win-win situation for direct access to the President's time and office. Conserve the President's time by reading, researching, collecting and analyzing information as needed, in advance.
• Coordinate all senior staff team meetings and retreats and assist with other meetings and events as needed.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the President and team, demonstrating leadership to maintain credibility, trust, and support with the senior staff.
• Complete projects by assigning work to appropriate staff, including the senior staff, on behalf of the President & CEO.
• Work with the senior staff to coordinate the President & CEO's outreach activities. Follow up on contacts made by the President & CEO to cultivate ongoing relationships.
• Maintain discretion and confidentiality in relationships with all Board members. Comply with administrative rules set in bylaws regarding the Board and Board committee matters.
• Model gracious professionalism, resourcefulness, and a positive attitude as a representative of the President and CEO and a member of the senior team
• Ad hoc duties as required.

QUALIFICATIONS

• Bachelor's degree required.
• Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail.
• Exceptional organizational skills and impeccable attention to detail.
• Proven ability to build relationships with stakeholders, including staff, board members, external partners, and donors. Experience and interest in internal and external communications and fundraising.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response.
• Ability to function well in a high-paced environment and switch gears at a moment's notice; performs additional duties as assigned by executives.
• Expert proficiency with Microsoft Office and Google Email and Calendaring; ability to design and edit graphic presentations and materials.
• Ability to think creatively and with a sense of urgency to situations and events that require quick response or turnaround.