Senior Administrative Assistant
Senior Administrative Assistant
Full Job Description
Senior Administrative Assistant
Summary: To provide administrative support to the Chief of Philanthropy and External Relations, Development staff, and Director of Marketing and Communications.
Essential Duties and Responsibilities:
• Provides administrative assistance including scheduling meetings, preparing and sending out correspondence, and handling incoming messages.
• Assists with the Division budgets and helping to ensure that proper procedures are followed, including obtaining purchasing requisitions and tracking procurements.
• Coordinates the monthly variance report process.
• Prepares contracts for outside contractors and follows the contract through completion ensuring that payments are made as outlined in the agreement.
• Assists staff within the Division in preparing travel authorization forms and travel expense reports helping to ensure that travel is completed according to the Museum’s travel policy and within budget.
• Assists with Development department events, including Collectors Circle, Beaux Arts Council, Corporate Partner, Membership, fundraisers, and other donor programs, as needed.
• Coordinates meetings and conference calls with donors and Museum employees; maintaining schedules; and other activities.
• Coordinate and implement ongoing communications between the Division and the Museum’s board members and top-level donors; work directly with donors to facilitate special requests (i.e. tours, tickets, requests for information, etc.) as needed.
• Manage the ongoing operational needs for the Development and External Relations Division, including the maintenance and storage of supplies, an appropriate stock of printed materials, communicating technical requirements for new hires and departing employees, serving as the central point person for the Division regarding office issues (i.e., copiers, printers, office space, etc.).
• Shepherd and train new staff on the Division’s unique procedures and culture, fulfilling temporary voids of responsibility within the Division created during times of staffing transitions, as assigned.
• Participate in Museum Director-level calendaring meetings.
• Perform other duties as assigned.
Qualifications:
Required: Associate’s degree, with at least 3 years of demonstrated administrative and project management experience in an executive environment (or equivalent combination of education and experience); excellent organizational, communication and writing skills. Trustworthy and understanding of the highly confidential nature of development work, with the ability to maintain the utmost level of discretion. Preferred: non-profit experience.
Additional Details:
Hiring Range: $22.42 - $27.47 per hour; commensurate with experience
Work Hours:Full-time (37.5 hours/week). Some evening and weekend work required. Benefits-eligible on first day of employment.
Selected candidates will be required to submit to a criminal background check and drug test before hire.
The Saint Louis Art Museum is committed to building a diverse, equitable, and inclusive workplace.
The Museum is an Equal Opportunity Employer. We are committed to treating all applicants and employees fairly based on their abilities, achievements, and experience, without regard to sex, race, age, disability, religion, national origin, color, sexual orientation, gender identity, or any other classification protected by law.
Summary: To provide administrative support to the Chief of Philanthropy and External Relations, Development staff, and Director of Marketing and Communications.
Essential Duties and Responsibilities:
• Provides administrative assistance including scheduling meetings, preparing and sending out correspondence, and handling incoming messages.
• Assists with the Division budgets and helping to ensure that proper procedures are followed, including obtaining purchasing requisitions and tracking procurements.
• Coordinates the monthly variance report process.
• Prepares contracts for outside contractors and follows the contract through completion ensuring that payments are made as outlined in the agreement.
• Assists staff within the Division in preparing travel authorization forms and travel expense reports helping to ensure that travel is completed according to the Museum’s travel policy and within budget.
• Assists with Development department events, including Collectors Circle, Beaux Arts Council, Corporate Partner, Membership, fundraisers, and other donor programs, as needed.
• Coordinates meetings and conference calls with donors and Museum employees; maintaining schedules; and other activities.
• Coordinate and implement ongoing communications between the Division and the Museum’s board members and top-level donors; work directly with donors to facilitate special requests (i.e. tours, tickets, requests for information, etc.) as needed.
• Manage the ongoing operational needs for the Development and External Relations Division, including the maintenance and storage of supplies, an appropriate stock of printed materials, communicating technical requirements for new hires and departing employees, serving as the central point person for the Division regarding office issues (i.e., copiers, printers, office space, etc.).
• Shepherd and train new staff on the Division’s unique procedures and culture, fulfilling temporary voids of responsibility within the Division created during times of staffing transitions, as assigned.
• Participate in Museum Director-level calendaring meetings.
• Perform other duties as assigned.
Qualifications:
Required: Associate’s degree, with at least 3 years of demonstrated administrative and project management experience in an executive environment (or equivalent combination of education and experience); excellent organizational, communication and writing skills. Trustworthy and understanding of the highly confidential nature of development work, with the ability to maintain the utmost level of discretion. Preferred: non-profit experience.
Additional Details:
Hiring Range: $22.42 - $27.47 per hour; commensurate with experience
Work Hours:Full-time (37.5 hours/week). Some evening and weekend work required. Benefits-eligible on first day of employment.
Selected candidates will be required to submit to a criminal background check and drug test before hire.
The Saint Louis Art Museum is committed to building a diverse, equitable, and inclusive workplace.
The Museum is an Equal Opportunity Employer. We are committed to treating all applicants and employees fairly based on their abilities, achievements, and experience, without regard to sex, race, age, disability, religion, national origin, color, sexual orientation, gender identity, or any other classification protected by law.
Job Information
Job Category:
Administrative and Clerical
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