Administrative Assistant and Project Coordinator, Venues, Programs & Marketing

The Administrative Assistant and Project Coordinator provides administrative support for the Vice President, Venues, Programs & Marketing. Primarily responsible for overall office administration and project coordination including budgeting, management of confidential files, copy editing and diverse administrative and special project assignments. Provides support for all special projects, select institutional programs, events, and other activities as needed in all areas overseen by the Vice President, Venues, Programs and Marketing. Also lends administrative support to other directors in the Programs, Venues and Marketing business units.

Essential Responsibilities

Perform standard office duties, such as filing, handling incoming and outgoing electronic communications, answering telephones, scanning documents, handling information requests, receiving visitors, arranging conference calls, etc.
Manage calendars and schedule meetings both with internal and external partners
Assist with administrative details and facilitate the effective workflow of the Vice President, Venues, Programs and Marketing.
Track and coordinate various marketing, programing and venue management project plans.
Use project management tools to track and monitor project plans and alert of changes
Participate in, and sometimes lead internal projects
Document and follow up on important action items
Create expense reports, generate letters, PowerPoint presentations, and process documents as needed
Draft, proofread, and edit correspondences and communications as requested
Assists in the creation of project documents, including budgets, schedules, reports, etc., and electronic presentations. These documents will become part of official institutional record and be used in grant reports and applications, reports to donors, trustees, etc.

Qualifications

Bachelor’s degree; will consider 5 years equivalent relevant work experience in lieu of degree
3 or more years of experience in an administrative support role

Advanced proficiency of MS Office, including Word, Excel, PowerPoint, and Outlook

Special Skills

Excellent verbal, written, and interpersonal communication skills
Ability to manage various priorities and stakeholders

Adaptability and flexibility to changing priorities and project requirements
Self-driven and motivated with ability to take initiative and lead projects
Must excel at time management and organization and have the ability to efficiently manage multiple projects simultaneously with possible competing priorities
Must be innovative, detail oriented, and a critical thinker with effective problem-solving skills
Must maintain high level of confidentiality

Physical/Mental/Environmental

Physical: Sitting, Standing, Walking, Keyboarding: Frequently. Lifting, carrying, and pushing: Occasional, up to 20 lbs. Unless noted here, other physical requirements are minimal or not applicable.
Mental: Analytical; interpretive; good at problem solving; analyzing; problem solving; confidence; conceptualization; creativity. Ability to work under pressure; confidence in ability to convey information to major internal and external audiences; flexibility, decision making, excellent interpersonal, communication, and negotiation skills.
Environment: Occasional exposure to dust and mold