Executive Assistant

Would you like to support and take part in creating an unprecedented, history-making art project? We are seeking an experienced and highly motivated individual to join our team as an Executive Assistant for James Turrell Studio.

This includes but is not limited to managing communications, scheduling, maintaining record, coordinating and preparing for internal and external meetings and events. As a key communication liaison the person in this position would be the face of James Turrell Studio, serving as a resource to the studio for department related needs and questions, and possessing high levels of professionalism and discretion in handling confidential information.

This is an at-will employment.

Job Qualifications

• Knowledge in arts and culture a plus;
• Demonstrated proficiency with general office and organizational skills;
• Bachelors Degree;

Communication

• Evidence of excellent verbal and written communication skills in English a must, being able to carry on a conversation both on the phone and in-person;
• Creation and dissemination of incoming / outgoing studio communications in a prompt and appropriate manner (mostly via internet);
• Respond and follow up
• Ability to create and develop clear, effective reports, presentations and communications for a wide variety of audiences;
• Ability to establish and maintain effective working relationships with people from a wide range of background, geographic and professional;
• Refined interpersonal skills with mutual respect when interacting with others
• High level of confidentiality, flexibility, accountability, and professionalism;

Management

• Experience in studio / office management and administration a must;
• Must be detail-oriented, intuitive, a self-starter, diplomatic, have the ability to manage projects, and work with minimal supervision;
• Experienced in filing and record keeping;
• Time management: Combine errands (including but not limited to lunch order/pick up; shipment receiving and sending);
• Demonstrated understanding of and adherence to confidentiality policy;
• Critical thinking and problem-solving skills;
• Must be able to appropriately prioritize workload, as well as demonstrate flexibility and poise when responding to unanticipated events

Skills

• This position requires strong MS Office with an emphasis on Outlook, PowerPoint, Excel and Word
• Demonstrated proficiency with MS Office Suite (e.g., Word, Excel, Publisher, Acrobat), including calendar management/scheduling
• Evidence of proficiency with virtual platforms (e.g., Zoom, MS Teams, SharePoint)
• Demonstrated accuracy and attention to detail with ability to prioritize and multi-task, including standard office practices and independent composition of letters;
• Ability to handle sensitive and confidential information.
• Ability to function well in a position that requires organization, punctuality, and execution.
• Ability to project a professional representation for the Studio at all times.

Responsibilities

• This position would be responsible for performing full administrative tasks and project coordination. It includes but is not limited to answering emails, scheduling, managing calendars, coordination and preparing for internal and external meetings/events and being a key communication liaison.
• Manage Studio calendar – Set up appointments and track schedule; Manage different and often conflicting schedules, projects and/or activities;
• Coordinate travels, visits and special events
• Assist obtaining signatures, scanning, saving, and distributing all key documents
• Manage studio record (digital and hard) and supervise the filing clerk, training and back-up for other administrative assistants, as applicable;
• Process expense reports;
• Track and maintain the office supply inventory;
• Provide support to projects/activities as assigned; preparing reports, meeting agendas and minutes, and presentation materials; and, maintaining electronic files and records
• Take on special projects and drive them to completion

Employment Requirements

• Full-time resident of Flagstaff, Arizona
• Previous Experience: Five (5) years’ experience as a high level Executive Administrative Assistant a must
• Education: Bachelor’s degree
• Background check
• References

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Contact: hchung@pacegallery.com