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Executive Assistant to VP, Development

 

The Autry is dedicated to exploring and sharing the stories, experiences, and perceptions of the diverse peoples of the American West. Through the work of its dynamic staff, the Autry promotes education, research, exhibitions, and public programs. Located in scenic Griffith Park, the Autry provides a collaborative work environment for its employees and attracts highly qualified and motivated professionals.

 

The Autry seeks an Executive Assistant to the Vice President of Development to provide administrative support and serve as a key point of contact for internal and external constituencies on matters pertaining to the Autry National Center and its Development Department. The Executive Assistant expedites the flow of work through the Vice President’s office by prioritizing correspondence, composing business letters, managing appropriate calendar(s), assisting with visiting guests, and facilitating communications between the Vice President and his/her direct reports. He/she coordinates meetings and communicates with Board members as directed.

 

ESSENTIAL FUNCTIONS

·         Completes a broad variety of administrative tasks for the Vice President of Development including: answering phone; managing an extremely active calendar of appointments; maintaining files; composing and preparing correspondence, as requested; completing expense reports; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

·         Works with Special Events Staff to coordinate meeting logistics, including scheduling event space and catering, collecting and distributing topic materials, and coordinating A/V needs.

·         Maintains and manages schedules and work flow; processes and responds to correspondence, inquiries, and telephone calls.

·         Reviews, organizes, prioritizes, routes and/or summarizes incoming mail; determines alternatives and makes recommendations to Vice President of Development.

·         Makes travel arrangements, including developing itineraries, coordinating meetings and appointments.

               

MINIMUM QUALIFICATIONS

·         Bachelor’s Degree in related field (Communications, etc.)

·         Five or more years supporting executives, preferably in a nonprofit setting.

·         Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

·         Demonstrated ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain balance among multiple priorities.

·         Ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

·         Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.

·         Demonstrated skills using Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

·         The ability to present oneself professionally and comfortably with a diverse group of constituents.

·         Excellent calendar management skills, including the coordination of complex meetings               

WORKING CONDITIONS

Work is performed in an office setting and requires use of office equipment such as computer, fax and copier machine, physical mobility and stamina. Occasional lifting of up to 15lbs is required. Must have driver’s license and ability to travel. Extended work hours as needed.

  

To learn more about the Autry, and to apply, please visit the employment page of our website at:

 

https://theautry.org/about-us/employment-overview