Executive Assistant

Organization Description

Artists ReEnvisioning Tomorrow Inc “ART Inc”, founded in 2018 by Jonathon and Nikki Romain, is Peoria’s foremost arts education non-profit organization. ART Inc provides arts education opportunities to nearly 500 students and teaching artists each year. The staff, board, volunteers, and teaching artists of ART Inc work tirelessly to nurture a vibrant community through arts and education, foster artistic excellence, entrepreneurship, and bring all people together for a powerful, shared experience regardless of their ability to pay.

Position Objective: ART Inc is seeking an extremely detailed and self-motivated Executive Assistant to support the Executive Director of a fast-paced, impactful, and growing nonprofit organization. This role will entail both Administrative and Personal Assistant tasks as well as some light Office Manager duties as needed. The Executive Assistant should have superb organizational and communication skills, be self-motivated and proactive, a problem solver, a dynamic team-player, and ability to be a chameleon in relating to different types of people and committed to being valuable to donors/partners/clients. This position requires 45-50 hours per week including some nights and weekends. 

Job Functions:

• Serve as the right hand and assistant to the Executive Director and Associate/Artistic Director.
• Attend, document, time, and accurately transcribe all staff, department, and organization meetings.
• Manage, schedule, and prioritize meetings, conferences, agendas, and travel arrangements for self and directors.
• Oversee, conduct, and suggest improvements for completing daily administrative operations including filing, scanning, emails, internal database, letters, and spreadsheets.
• Prepare quality presentations and assist with onboarding, office policies, and other presentations.
• Serve as employee liaison contact between departments and for staff, program volunteers, participants, and executive contacts to ensure completion of all tasks and projects.
• Assist with financial tasks including invoicing, internal checks and balances, office policies, and other financial reconciliation.
• Prepare logistics, documents, and presentations for quarterly Board Meetings. Also, attend board meetings in absence of board secretary and take minutes.
• Create monthly report/newsletter for board members and community.
• Coordinate and direct services, such as records, running errands, personnel issues, and other administrative duties to aid Executives.
• Develop and manage specific event timelines, planning tools, budgets, volunteer activities and responsibilities, vendors and contracts, and post-event evaluations if necessary. Events include Cultural Celebrations, That's What She Said, donor stewardship events, and other special occasional events.
• Work within designated platforms to manage registrations, auctions, crowdfunding/day of giving initiatives, etc.
• Work with marketing creatives to ensure timely and consistent publicity for events and donor/corporate partner recognition and stewardship.
• Assist and ensure sufficient staff and volunteers are onsite for set up and breakdown. 
• Work with event planners, committees, chairs, and/or board members to execute a dynamic experience for everyone involved.
• Assist with Grant research and management.
• Manage and maintain donor pledge schedule, greet and communicate with donors, conduct tours, record donor activity and prepare reports using donor tracking software.
• Create and send monthly electronic thank you communication and remind Executive Director to send thank you cards.
• Update and maintain digital records of all institutional funder interactions e.g., grant agreements, report requirements, grant process deliverables, documentation of calls and meetings, contact information, etc.
• Manage documentation of Foundation activities.
• Project management, research, development, and execution.

Marginal Responsibilities:

• Other “Hats” to Wear – We are an entrepreneurial company. Be ready to do what it takes, when it’s needed for the good of the team. You will work regularly with the Directors on special assignments and projects.
• Juggling Projects – prioritization and re-prioritization of tasks and projects assigned to you and following up with other parties to ensure timely completion without being reminded.
• Researching and developing new ideas and projects
• Assist with Financials and Payroll in the absence of Office Manager and Program Director

Education/Experience Requirements

• Associate’s degree in business, administrative, or related field.
• Three or more years of experience in an executive or administrative assistant role.
• Non-profit experience.
• Office program knowledge and application including PowerPoint, word, excel, QuickBooks, Office 365, Google Sheets and Docs.
• Job-related education and experience may be substituted on a case-by-case basis.

Competency Requirements

• Exercise tact, diplomacy, self-management, and professionalism always.
• Organization- Take ownership, organize, monitor, and track numerous ongoing projects and initiatives. Be a task-master to support extremely busy Executives.
• Entrepreneurial Spirit – Understand that there is no such phrase as “that’s not in my job description" and an eagerness to pivot and grow within a start-up environment.
• Discretion - Use discretion, confidentiality, and good judgment to handle Executive level matters.
• Fear of Boredom— There’s no down time here. Our fast paced and growing nonprofit requires everyone to work with an "all hands on deck" mentality. 
• Proactive & Accountable—Take initiative to accomplish goals and hold self and others accountable.
• Collaborative Team Player—Play nicely with others. Use your manners and take care of our clients by being valuable and helpful.
• Creativity—Look for new ways to do things. Think outside of the normal way of doing business to add value to our team, our clients, and the community.
• Experienced – in non-profit organizations.

• An eagerness to grow within a start-up environment.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Frequently required to talk, hear and see.
• Frequent use of hands to grasp, handle, or feel.
• Regular sitting and reaching.
• Frequent walking up and down stairs.
• Standing to make presentations.
• Lift up to 25 pounds intermittently.

Work Environment

• Primarily operates in office and school environments.
• Routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
• Occasional travel throughout the Peoria area.