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Duties and Responsibilities

The Executive Assistant provides administrative, clerical and project-based support to the Chief Audience Officer (CAO) and serves as a liaison to leadership. This position is central to the smooth running of the CAO’s office and as such, all duties and responsibilities are to be carried out with the utmost efficiency and discretion. This position manages all of the affairs of the CAO’s Office, including but not limited to prioritizing multiple and often conflicting deadlines, commitments, and projects; screening, sorting, and responding as appropriate to telephone, written, and email communication; assisting with any needs or requests from staff, donors, and senior management team as assigned. Independent judgment is required to plan, prioritize, and organize diverse workload. Drafts correspondence manages complex schedules and travel arrangements; plans, executes and supervises events and meetings; prepares and tracks CAO’s budget; oversees entertainment/hospitality on and off-site, handles a broad range of complex inquiries, issues, and confidential materials. Represents the Chief Audience Officer’s Office to both staff and external constituents with a high degree of efficiency and poise.

Additional skill include:
• Performs diverse administrative and clerical functions for the Chief Audience Officer including but not limited to maintaining appointment calendar, creating, and prioritizing schedules, responding to emails, and handling travel logistics.
• Reads and interprets email and incoming correspondence to determine scheduling needs and schedules meetings or appointments accordingly.
• The Executive Assistant prepares the CAP for meetings, presentations, speeches, and professional forums.
• Prepares, edits, types, proofreads, and occasionally composes correspondence, memoranda, funding proposals, meeting minutes and other documents.
• Responsible for compiling, editing and design of quarterly Board Highlights report for curatorial, education and marketing departments
• Coordinates cultivation events; support and work in coordination with the Development, Education or Exhibition team at VIP opening receptions
• Processes expense reports. Handles administrative duties, including invoices, check requests, purchase orders, etc.
• Opens, sorts and prioritizes incoming mail. Prioritize incoming inquires and respond and/or delegate as appropriate.
• Serves as a host for VIP visitors and special guests to the museum including travel and hospitality needs. May arrange special tours, greet guests and escort them to the department, or delegate as appropriate.
• Serve as an ambassador for Grounds For Sculpture to help foster a culture of inclusion for all members, donors, volunteers, and guests.
• May undertake editorial, research, data analysis and/or administrative projects as assigned.
• Coordinates on- and off-site special events related to the operations of the Director’s office, including meetings, cultivation events, parties, dinners, and luncheons.
• Assists in preparing and filing all necessary state, local and federal reports, and other documents in order to maintain current and good standing to operate
• Engages in extensive interaction with key donors, board members and community partners.
• An interest in sculpture, contemporary art and horticulture.
• Serve as an advocate for GFS internally and externally, assuring that the interests of the organization are advanced and fully understood.
• All other duties as assigned