Executive Office Coordinator

Department: Administration
Reports to: Executive Director
Salary: $40,000

Position Summary
The Executive Office Coordinator is the manager of the executive office,
assisting the Executive Director in office administration including
scheduling meetings, communicating with various constituencies, and
organizing information and materials. This position serves as the liaison
with the Board of Directors, scheduling Board and committee meetings;
communicating with the Board Chair and Committee Chairs; and running multiple
Board meetings each quarter.

This position is full-time, non-exempt, and reports to the Executive
Director.

Primary Responsibilities

·       Manages the Executive Director’s calendar; schedules meetings for the
Executive Direc-tor (with staff, board members, donors, and museum partners);
prioritizes the most sen-sitive matters.
·       Provides administrative assistance, such as writing and editing emails,
drafting letters, and preparing communications on the Executive Director’s
behalf.
·       Maintains accurate and organized records.
·       Performs minor accounting duties: manages the Executive Director’s
receipts; processes check requests and reimbursements; processes Executive
Director’s credit card and en-sures it’s paid on time.
·       Prepares reports by collecting and analyzing information.
·       Organizes meetings, including scheduling, sending reminders, and
organizing catering when necessary.
·       Represents Executive Director by occasionally attending meetings as a
proxy.
·       Represents Executive Director to the Rosenbach staff.
·       Liaises with Development Operations at FLPF to ensure they distribute to
the Executive Director accurate and timely acknowledgment for donors.
·       Works closely with the Board chair and committee chairs to develop and
distribute agendas and other materials for committee meetings and full board
meetings.
·       Takes and distributes minutes for committee and full board meetings.
·       Manages Board materials in Board Effect.
·       Runs Board meetings (which will be hybrid in-person/virtual by the end of
2022).
·       Maintains confidence by keeping information confidential.
·       Assists members of the senior staff on administrative tasks.
·       Makes travel arrangements for Executive Director.
·       Answers phone calls in a professional manner.

Skills, Abilities, and Knowledge
•       At least one year working in an administrative capacity; working in a
non-profit a plus
•       Excellent written and verbal communication skills
•       Excellent interpersonal skills and an ability to work with people from a
variety of backgrounds
•       Ability to schedule meetings with multiple, busy professionals
•       Skills of perception and good decision making; must be willing to be a
problem solver and a team player
•       Computer software skills including Microsoft Office is a must
•       Experience with Altru or similar donor database a plus; experience with
Board Effect is a plus
•       Ability to organize time and prioritize work in a very active work
environment
•       Ability to work autonomously with little supervision
•       Commitment to supporting and advancing a diverse, equitable, accessible,
and inclusive work environment.

This position is full-time, non-exempt, and reports to the Executive
Director. This is an on-site position with a 7.5 hour work schedule (9:00
a.m.-5:30 p.m. with some flexibility); occasional evening work may be
required. Vaccination against COVID-19 is required.