Assistant to the Director [Pulitzer Arts Foundation, St Louis, MO]

Description

Position:  Assistant to the Director

Status:  Full-time – Exempt

Reports to:  Executive Director

Overview:

The Assistant to the Director is responsible for providing administrative support to the Executive Director. The primary responsibilities are coordinating travel arrangements for the Executive Director and visiting guests, facilitating phone, mail and email correspondence, creating travel and credit card expense reports, calendar management, acts as recording secretary for board meetings and coordinates all board meetings, events, and travel, and other duties as assigned by the Executive Director.  This position is also responsible for providing office management support for the Foundation staff including reception of guests, organization of staff meetings, maintaining inventory of office supplies and general office administration.

Position Responsibilities and Duties:

Provide administrative assistance and support to the Executive Director’s office.

• Coordinate travel for the Executive Director, Board of Directors and visiting guests
• Preparation of itineraries for the Executive Director and visiting guests
• Coordinate and maintain the Executive Director’s calendar, schedule and confirm meetings, assist with meeting minutes and prepare meeting materials if needed
• Manage all communications for the Executive Director’s office including but not limited to receiving, drafting and sending mail and email correspondence
• Create expense reports for travel and credit card expenses
• Planning and coordination of board meetings including but not limited to travel arrangements, lodging, meals, transportation and recoding board minutes
• Maintain correspondence with the Board of Directors
• Manage and update the Executive Director’s contacts
• Assist with other general administrative duties as assigned by the Executive Director

Provide Office Management support for the Foundation staff.

• Order and maintain office supplies for the Foundation
• Schedule staff meetings and record minutes of weekly staff meetings
• Assist in the organization of staff events
• Perform role as the public face of the Foundation by receiving guests and fielding telephone inquiries
• Establish and maintain accurate files and records for office supply vendors

General administrative duties:

• Create and maintain detailed records and files, both digital and hard copy for the Director’s office
• Participate in department meetings and interdepartmental meetings with Pulitzer teams.
• Submit monthly credit card reconciliations to the business office
• Process check requests for office supplies and invoices related to the Board of Directors expenses in accordance with the Pulitzer Authorization policy
• Manage the office supplies budget
• Adhere to all Pulitzer policies and procedures as set forth in the employee handbook

Requirements

Preferred experience and background skills:

• Associates degree preferred

• Minimum of one year experience as an Administrative Assistant
• Uphold a high level of discretion
• Self-motivated and resourceful
• Experience managing budgets and expense reports
• Maintain a high level of detail and organization
• Ability to prioritize and multi-task under pressure
• Ability to work in a collaborative and team-oriented environment
• Ability to work with diverse audiences
• Proficient in Microsoft Office Suite, Google Applications and database management
• Strict adherence to professional ethics
• Excellent verbal and written communication skills