Employment:

Assistant to the Director

Date Posted: Friday, Feb 12, 2010

Job Qualifications:

Minimum three years executive assistant experience. Preferably in a non-profit.
Bachelor degree a plus.
Experience managing administrative tasks and projects.
Thorough knowledge of business writing with excellent spelling and grammar skills.
Excellent skills in composing, formatting, and typing accurately, a variety of correspondence, reports, minutes of meetings and other records using Microsoft Suite.
Demonstrated ability to meet and deal effectively and discreetly with public, trustees and staff.
Experience and ability to efficiently handle multiple tasks requiring considerable exercise of independent judgment and absolute integrity.
Maintain confidentiality in all activities.
Demonstrated ability to take initiative and solve problems and set priorities.
Demonstrated ability to practice efficiency and cost effectiveness.
Thorough knowledge of office practices, procedures, and equipment.
Excellent computer skills - Microsoft Office Suite (Word, Excel, Powerpoint, Outlook and Publisher).

Job Description:

Director:

Manage all administrative details of Director's office.
Manage Director's calendar. Arrange commitments to maximize Director's time efficiency; allow decision/desk time.
Positively represent the Director in a professional manner to members of the Board, donors, visitors and others.
Arrange luncheons and meetings for Director's office.
Other projects as assigned.

Board of Trustes:

Organize Board of Trustees and committee meetings to include scheduling, assembling materials, distribution of meeting information, attendance confirmation, boardroom preparation and refreshments.
Take minutes and maintain permanent records/files for all Board and committees.
Assist committee chairs with various assignments.
Manage Board and committee meeting notices and attendance lists for staff liaisons.
Prepare/update Board Manuals annually and as needed. Schedule and coordinate new Trustee orientation.
Maintain up-to-date rosters and committee calendars for Board of Trustees, Honorary and Past Trustees and Board of Advisors. Provide board members and museum staff with current rosters at all times.
Maintain and update by-laws and files records.

General Administration:

Establish and manage filing and document retention for the Director, Board of Trustees and Board Committees.
Answer telephone, screen calls for Director, return calls, take and relay messages accurately and re-route as necessary.
Collect, open and distribute all mail. Arrange essential mail in priority action order for Director.
Prepare and control administrative budget. Validate, prepare and submit check requests for Administration invoices.
Coordinate Cummer Update meetings and generate monthly employee newsletters.
Coordinate with marketing all administration print needs to include business cards, Trustee letterhead and Director's note.
Order basic office supplies, as well as supplies for copy machine, fax machine and mail machine. Responsible for contracts, operation and maintenance on copy machine, fax machine and mail machine.
Responsible for organizing and inventory of administration kitchen.
Participate in Museum functions as directed.
Other job duties as assigned.

Resumés can be submitted to:

Human Resources Department
The Cummer Museum of Art & Gardens
829 Riverside Avenue
Jacksonville, Florida 32204