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Senior Executive Assistant

Grand Rapids Public Museum
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Senior Executive Assistant
 

FLSA Status: Hourly, Non-exempt

Hours: Full-time - 40 hours per week, split shift, nights, weekends, and holidays (as required)

Compensation:  $30.84/hour
 

The Grand Rapids Public Museum is the oldest and second-largest museum in Michigan. We are a place of never-ending learning and discovery, with programs and exhibits focusing on history, science, and culture. The employee culture of the GRPM is one of teamwork, excitement, and learning. As an integral part of the West Michigan community, the Museum is open daily to visitors and hosts after-hours public events, programs, private events, and weddings. The entire GRPM team works to create positive visitor experiences through engaging exhibits and programs, and a safe, clean, welcoming space.


 

SUMMARY: Provide high-level confidential administrative support for the President & CEO of the Museum. Responsibilities include handling calls, making meeting arrangements, preparing meeting packets and other reports, and managing executive schedules. Serve as liaison between the President and other departments within the Museum as well as with Board members. Exercise independent judgment in the resolution of administrative problems. Prioritize and manage multiple projects simultaneously with little or no supervision. This position reports directly to the President & CEO.  


 

RESPONSIBILITIES AND DUTIES including, but not limited to:

  • Provide good customer service and communicate effectively with staff, volunteers, Board members, and members of the public.
  • Manage executive calendar and correspondence, requiring interaction with internal and external executives and assistants to schedule a variety of business meetings, and the corresponding confirmation follow-up.  All internal meetings will require scheduling of room, hospitality and equipment needs.
  • Create well-thought-out, grammatically correct documents and proofread them.
  • Exercise administrative judgment.
  • Take initiative; assume responsibility for decisions and consequences impacting staff, costs, and/or quality of service within the functional area.
  • Use various software applications to assemble, manipulate and format data and/or reports.
  • Maintain the official copies of institutional policy and procedure manuals.
  • Maintain official records/files for the Board and the President’s office.
  • Prepare agenda packets for meetings, and provide other information as requested by the Board.
  • Take minutes at Museum Board meetings and other meetings as requested.
  • Maintain rosters of Boards, committees and key contacts.
  • Prepare and submit invoices for administrative costs.
  • Open and date stamp all mail and update the check log daily.


 

WORKSKILLS:

  • Confidentiality; ability to multitask; ability to communicate effectively, verbally and in writing; ability to work independently and as part of a team.
  • Motivated self-starter.  
  • Demonstrate interpersonal skills and proficiency in business vocabulary to represent the President and the Museum to outside parties effectively.
  • Strong people skills; work and communicate diplomatically and courteously with staff, other team members, volunteers, guests, departments, and key stakeholders to meet common objectives and desired outcomes.
  • Must have the ability to conduct proofreading and editing functions.
  • Must be organized, dependable, punctual, and possess a strong work ethic.
  • Must have strong interpersonal and conflict-resolution skills.
  • Must excel with various computer technology programs/systems. 
  • Maintain a professional appearance and demeanor.
  • Familiarity with Google Workspace and department software systems.

EXPERIENCE:  

  • Minimum of four(4) years of experience in responsible clerical and administrative work; or any equivalent combination of training and experience. 


 

QUALIFICATIONS:

  • Exceptional organizational and people skills, strong computer skills especially proficiency with MS Office and Google Workspace; ability to use standard office equipment. 
  • Must be flexible, possess excellent interpersonal skills and professionalism, confidentiality, project coordination experience, and the ability to work well with all levels of internal management, board, and outside professionals.
  • Ability to demonstrate critical thinking, problem-solving and decision-making skills.
  • Proficient in managing time, work assignments, processes and resources to produce desired outcomes.
  • Demonstrate strong written and organizational skills with attention to detail.
  • Proven ability to function effectively in a team environment and work independently.
  • Ability to work tactfully, and effectively and follow oral and written instructions. 
  • Ability to resolve conflicts and work well with others.
  • Ability to be flexible, maintain a positive attitude and lead by example.
  • Ability to operate with confidential sensitive information.
  • Availability to respond to urgent needs outside of typical business hours.


 

EDUCATION:

  • High school diploma required. Associate's degree and progressively responsible professional experience preferred.


 

PHYSICAL DEMANDS:

  • Must be able to move, bend, stoop, reach, and lift up to 50 pounds.
  • Must be able to sit for prolonged periods.
  • Frequent telephone and computer use.


 

WORK ENVIRONMENT:  

  • Professional, open office business setting, with friendly interaction.