Administrative Specialist

Job Title

We are seeking a highly organized, resourceful professional who thrives in a fast-paced environment and enjoys balancing strategic project work with executive support. This role works closely with the President and senior leaders on initiatives that advance the organization's mission, while helping ensure day-to-day operations run smoothly. The ideal candidate is a strong communicator with sound judgment, exceptional attention to detail, and the ability to manage multiple priorities while maintaining confidentiality and building positive relationships with colleagues, board members, community partners, and public stakeholders. This position requires a proven commitment to diversity, equity, and inclusion with the ability to implement the organization's Core Values of Collaboration, Inclusion, Trust, and Integrity while providing excellent internal and external customer service.

Position Duties and Responsibilities

Special Projects:

• Independently manages strategic initiatives on behalf of the President, including project objectives, determining implementation approaches, coordinating cross-functional teams, and recommending solutions to complex issues. Ensures projects are planned appropriately with assigned responsibilities, timelines, and objectives.
• Schedules special project meetings for President and other team members as required.
• Represents President at meetings when appropriate.
• Working closely with development team, supports public funding initiatives and public or elected official interactions and correspondence.
• Assists marketing team with oversight of Canto (photo and video storage system) and other systems as assigned.

Administrative:

• Assists Executive Assistant in supporting the President including scheduling, arranging, and coordinating meetings for the President.
• Composes and/or transcribes correspondence upon request including internal and external emails, presentations, and reports.
• Assists Executive Assistant with organizational details for Board meetings, including transcribing minutes and logistics.
• Assists in organizing and maintaining filing systems.
• Exercises discretion in handling confidential and sensitive organizational matters.
• Serves as a strategic liaison between the President and senior leaders, government officials, and community stakeholders.
• Attends Senior Staff and other meetings when requested.
• Corresponds in a timely, pleasant, and professional manner with all O-pa constituents (Board members, staff, artists, volunteers, customers, government officials/agencies, other arts organizations, vendors, etc.).
• Maintains confidentiality of all O-pa information.
• Serves as a backup to the Executive Assistant in day-to-day functions
• May perform other duties as assigned.

Requirements

Minimum Experience and Qualifications:

• Two to three (2-3) years administrative experience or equivalent.
• Flexible schedule, including occasional evening & weekend availability is required to provide coverage for critical business situations.
• Ability to be self-motivated with processes and assignments, motivate others, and ensure projects are completed on time.
• Ability to take initiative; to see what needs to be accomplished and take action while keeping the President informed.
• Detail-oriented with the ability to produce accurate, high-quality products
• Flexible with the ability to work in a fast-paced, changing environment.
• Excellent verbal and written communication skills.
• Pro-active in identifying and meeting organizational needs.
• Service-oriented and operates with a growth mindset.
• Proficient in MS Office Products, especially Outlook, Power Point and SharePoint
• Proven ability to manage multiple outstanding tasks and/or projects.
• Proven ability to work under pressure while maintaining composure and a pleasant demeanor.

Minimum Education Requirements:

• Associates degree or higher in related field.