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27 Jun 2018

Full-Time Administrative Assistant, Office to the President

New Jersey Performing Arts Center (NJPAC)  Newark, New Jersey, United States

New Jersey Performing Arts Center - jobs

Job Description

Department: President’s Office

Reports to: Special Assistant to the President & CEO

Status: Non-Exempt

Position Summary

Provide highly confidential and personal administrative support to the Office of the President.  Oversee and manage the day-to-day functions of the President’s Office ensuring that all internal and external business affairs are handled in a highly professional and efficient manner.

Essential Duties and Responsibilities

Manage and own the complex calendar and schedule for the President & CEO

  • Serve as the primary scheduler for all meetings
  • Provide President & CEO with daily, up-to-the-minute information about schedule with all relevant details
  • Proactively remind the President & CEO of upcoming meetings, appointments, media interviews, etc.
  • Partner with Special Assistant to the President & CEO to prioritize the Office’s schedule
  • Ensure that all correspondence produced for the President & CEO is well-written and accurately reflects the tone and style of the President & CEO.
  • Take the initiative to respond to issues and requests that do not require the attention of the President & CEO.
  • Process quarterly expense reports and monthly credit card reconciliation
  • Manage the President & CEO’s performance house seats and donation requests
  • Efficiently handle projects and assignments in a timely manner.
  • Ensure that all information communicated by the President & CEO is held at the highest level of confidentiality.
  • Maintain a professional and pleasant demeanor in challenging situations to ensure that a high-level of respect for everyone is always modeled and displayed.

Media Relations and Communications

  • Staff the Communications and Public Relations phone lines
  • Create, update and customize press kits requested by CEO and senior management
  • Manage the trafficking and approvals from CEO and key staff for institutional press releases
  • Process Journal Ad requests

Position Requirements

  • BA degree in Business Administration or related discipline.
  • Minimum of 2-3 years’ experience supporting a CEO, President and/or Senior Level Executive(s).
  • Experience in the cultural or performing arts industry preferred.
  • Must be an independent, self-motivated and highly resourceful individual in a fast-paced environment; able to prioritize and anticipate the needs of the President & CEO.
  • Must have excellent verbal and written communication, interpersonal, decision-making and organizational skills.
  • Strong grammatical, proofreading and editing capabilities.
  • Exceptional relationship management and customer service skills with the ability to successfully engage with internal and external individuals including government officials, community leaders, the media, etc.
  • Maintain a high level of confidentiality at all times.
  • Must be proficient in Microsoft suite of products including Word, PowerPoint, Excel and related tools.
  • Assist with other projects and assignments as requested.

 

No phone calls please.  please email resume, cover letter and salary requirements to jobopportunities@njpac.org
(be sure to note the job title in the subject line of your email)

NJPAC is an Equal Opportunity Employer

Job Categories: Arts and Culture. Job Types: Full-Time. Job Tags: administration, arts administration, and performing arts. States: New Jersey.


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