Executive Coordinator: The Pew Center for Arts & Heritage

Primary Function: 

The Executive Coordinator is responsible for facilitating the work of The Pew Center for Arts and Heritage (the Center’s) executive office.   The Executive Coordinator provides critical day-to-day administrative and logistical support, scheduling and organization.

Job Qualifications

• An Associate’s or Bachelor’s degree or its equivalent and 3 years of full-time experience in administrative work. 
• Familiarity and experience with arts and culture, hospitality industry and travel are preferred. 
• Advanced proficiency with the use of Microsoft Word, Excel, Outlook and Teams. 
• Systematic thinker with superior organizational skills and proven success in creating and maintaining efficient administrative processes.
• Effective interpersonal skills to successfully interact with the Center’s constituency, coworkers, and external consultants.
• Skill in analyzing information and situations to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications.
• Effectiveness working independently and as a team member.
• Ability to prioritize multiple projects in a busy environment accurately, efficiently, and with a high level of attention to detail, balancing and satisfying competing deadlines and personalities, maintaining professionalism under pressure and in sensitive and difficult situations.
• Respect for the needs and issues of non-profit organizations and artists is required, while clearly understanding the appropriate boundaries between Center staff and its constituents. 
• You’ll need the ability to exercise a high level of discretion and confidentiality in interactions with both internal and external people concerning all work-related information, and with understanding of the Center’s unique relationship to The Pew Charitable Trusts. 
• Judgement to know when to ask questions, when to take initiative.

Clearances: Criminal Background-National

Physical Activities to Perform Essential Functions:

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Moving:

• Approximately 80%+ of time is spent seated while working at a desk.  
• Ability to occasionally transport up to 25 lbs. of files, equipment or supplies.  Ability to move to access files, equipment or supplies.

Vision Requirements:

• This position requires extended time on the computer.

Communication Requirements:  

• Clearly communicate in person, by phone, and by video conference.  
• Communicate with others in conversational and written English. 

Working Conditions:

• Position operates in hybrid work setting comprised of the PCAH’s Philadelphia campus and remote work setting indicated by the employee at their documented home address.  Remote work is permitted from the state of PA, NJ, DE.
• Position requires extended time on the computer.

Job Responsibilities:

Executive Support

• Manage the Executive Director’s calendar to assure it is up-to-date and considerately arranged.
• Monitor the Center’s main calendar to stay apprised of activity and look for conflicts with the ED’s schedule. Maintain an efficient calendar of grant-making panels and other high-level Center events, communicating these schedules to colleagues at The Pew Charitable Trusts, as requested. 
• Keep hardcopy and electronic files current for the Executive Director; maintain an organization system for paperwork and publications within the ED office. 
• As requested by the ED or CAO, prepare, process, and monitor invoices, check requests, expense reports, and reimbursements in a timely manner. Correspond with vendors and agencies for account information. 
• Reconcile the Executive Director’s credit card expenses monthly.  
• Assure arrangements are in place for special events and VIP meetings, including but not limited to, securing meeting rooms, catering, scheduling, and travel accommodations. 
• Make domestic and international travel arrangements including air, hotel, ground transportation and itineraries for the Executive Director, Center staff and collaborators. 
• Receive, sort, follow-up and/or distribute all incoming mail for Executive Director; prepare outgoing mail and packages. 
• Carry out administrative procedures while remaining flexible and resilient.

Event Planning and Travel

• Serve as in-house consultant to Center staff and the Barnes on options for hospitality, food selection, venues, transportation options, etc. for the Center’s internal, external, public and VIP events happening in-person, online and in a hybrid online/in-person format.
• Take a lead role on special projects utilizing specific knowledge, expertise, and talent, to support the Center and its programs.

File Archive and Library

• Assist the CAO with the Center’s archive and record retention policy, which includes coordinating offsite storage and maintenance of paper files and their structure.
• Oversee the organization of the Center’s file storage rooms and archive of grantee publications.
• Oversee the organization and use of the Center’s library.
• Other duties as assigned.

Organization-Wide Competencies:

1. Accountability:
   1. Prepares for work assignments and meetings,
   2. Conducts thorough fact-finding, decision-making and/or follow through,
   3. Admits mistakes and errors and informs others when one is not able to meet a commitment.
2. Job Quality:
   1. Dependably demonstrates job knowledge necessary for the position,
   2. Produces timely, accurate, high quality work output,
   3. Prioritizes work responsibilities effectively and produces work quantity expected for the role.
3. Service:
   1. Identifies problems and collaborate with others to devise and create effective solutions.
   2. Interacts and communicates with fellow employees in a manner that promotes a harmonious and cooperative working environment in accordance with our Core Values.
   3. Facilitates open communication and keeps an open mind about new ideas.
4. Leadership:
   1. Sets a good example for others,
   2. Demonstrates ethical decision-making and communication,
   3. Makes decisions. Uses a solution-oriented, collaborative approach.
5. Collaboration:
   1. Seeks win-win outcomes in decision-making,
   2. Shows a proactive, inclusive, helpful, and respectful attitude to colleagues, guests and others,
   3. Takes initiative to contribute to diversity, equity, inclusion, and accessibility initiatives.