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create a job description for an executive assistant at halo arts

Job Title: Executive Assistant

Company: Halo Arts

Location: [City, State]

Reports To: Executive Director

Summary:

We are seeking a highly motivated and organized Executive Assistant to provide exceptional administrative and operational support to the Executive Director and Halo Arts team. The ideal candidate will be a proactive, detail-oriented individual with a passion for the arts and a commitment to delivering a superior level of customer service.

Responsibilities:

Administrative Support

  • Provide comprehensive administrative support to the Executive Director, including scheduling appointments, managing email and correspondence, and preparing presentations and reports.
  • Coordinate travel arrangements, including booking flights, accommodations, and rental cars.
  • Maintain confidential files and records, ensuring the safekeeping of sensitive information.
  • Manage the Executive Director's calendar and coordinate meetings and events.
  • Provide general office support, such as ordering supplies, handling mail, and answering phones.

Operational Support

  • Assist with the planning and execution of special events, including fundraising campaigns, exhibitions, and workshops.
  • Provide support to the development team by preparing grant proposals and managing donor relations.
  • Coordinate with external vendors and contractors to ensure the smooth operation of all Halo Arts programs.
  • Maintain the Halo Arts website and social media platforms, ensuring up-to-date information and engagement.
  • Assist with the management of Halo Arts' operating budget and financial reporting.

Customer Service

  • Provide exceptional customer service to all individuals, including donors, artists, staff, and the public.
  • Answer inquiries via phone, email, and in-person, providing prompt and accurate information.
  • Assist with the management of the Halo Arts membership program and coordinate membership outreach initiatives.
  • Represent Halo Arts in a professional and engaging manner at events and meetings.

Qualifications:

  • Bachelor's degree in Business Administration, Arts Management, or a related field.
  • 3+ years of experience as an Executive Assistant or in a similar administrative support role.
  • Excellent organizational and time management skills with the ability to prioritize tasks and meet deadlines.
  • Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
  • Strong written and verbal communication skills.
  • Experience with event planning and project management is highly desirable.
  • Passion for the arts and a keen understanding of Halo Arts' mission and values.
  • Ability to work independently and as part of a team.
  • Excellent interpersonal skills and the ability to build strong relationships.

Benefits:

  • Competitive salary and benefits package
  • Generous vacation and sick leave policy
  • Professional development opportunities
  • Inspiring and collaborative work environment