The Administrative Assistant will provide administrative support for the Vice President and Director of the Library. He/She will execute Library, Exhibitions and Humanities Institute related tasks as directed by the V.P. and Director of the Library; Prepare reports, track budget information, prepare expense reports and assist with proof reading and editing of reports. Manage the correspondence and calendar for the V.P. and Director of the Library; Schedule appointments and meetings, prepare meeting agendas and perform other administrative functions. He/She will perform general office duties, including typing, filing, copying, faxing, answering phones, and handle routine administrative matters and all other duties requested.
Specific Duties and Responsibilities:
Provide general administrative support to the VP and Director including, but not limited to, maintaining the VP’s calendar, scheduling and confirming meetings, drafting correspondence, monitoring the department’s budget, phone coverage, filing, timesheets, and general office management.
Provide administrative support for all Library, Humanities Institute, and Exhibition staff as needed, as directed by the VP
Assist with preparation of departmental planning documents, reports, promotional materials, and related institutional documents and publications as needed
Distribute mail, route phone calls; prepare purchase orders and requisitions; prepare deposits of payments for services; prepare monthly statistical reports
Coordinate organizing the department’s tours, events, luncheons
Two to five years’ of experience in an administrative role in a not-for-profit organization; cultural institution experience preferred
Strong varied computer skills including Microsoft Office (Word, Excel, Outlook, PowerPoint) and internet research skills
Must possess excellent organizational skills and have the ability to handle a multitude of various tasks, as well as pay meticulous attention to details
Must have a professional telephone manner and the ability to multitask under pressure
Strong interpersonal and professional oral and written communication skills, and have the ability to function as a team player in a collaborative environment
Accurate typing of 55-60 WPM and previous experience as a professional administrative assistant strongly preferred
College degree preferred