Executive Assistant

ArtYard is hiring a temporary full-time Executive Assistant, a key staff position that provides executive support. This position collaborates closely with the executive team, the Executive Director, Managing Director, and other staff to ensure smooth operations of all administrative aspects of the office environment. Key responsibilities include working independently on complex clerical tasks while demonstrating professionalism and maintaining strict confidentiality when overseeing all matters, and routine correspondence; interacting with directors and team members on behalf of the Executive and Managing Directors. The Executive Assistant is the operational and administrative conductor whose role is critical to the seamless flow of information, schedules, and administrative work across the organization.

• Provide full administrative support to ensure that the executive functions operate in an efficient manner; this includes managing email accounts and scheduling
• Preserve and foster a collaborative, positive work environment and external reputation and will model high ethical conduct and inclusion throughout the organization.
• Provide daily update of critical action steps for Executive Director
• Maintain a calendar of the Executive Director and Internal Team’s activities, meetings, and various events, and communicate upcoming events via appropriate channels.
• Manage external communications with independent contractors and external collaborators.
• Identify important correspondence that requires immediate attention of Executive Director
• Ensure effective interaction and communication with multiple Independent Contractors, Collaborators, and Partnered Organizations.
• Serve as a liaison for the Executive and Managing Directors to external parties and attend meetings as assigned by the Executive Team.
• Establish and maintain administrative, reference, and filing systems for current files and archives.
• Assemble and/or coordinate the preparation of various reports, memoranda, correspondence, and various documentation and presentation materials, and correspondence on behalf of the Executive Director.
• Schedule and perform meeting arrangements, including coordinating room set-up and preparation of the agenda for organizational gatherings.
• Maintain meeting minutes and other organizational documents.
• Liaising with staff in other departments, e.g. finance, HR
• Provide executive office support to Board of Directors, as needed.
• Reporting to the Executive Director and collaborating with Head Preparator, the Executive Assistant contributes to various phases of exhibition development and presentation, working with others to ensure cross-functional collaboration and efficiency.
• Must have advanced proficiency in MS Office, including Word, Excel, PowerPoint
• Proficiency with Adobe Creative Cloud, Google Workspace, Airtable, or similar shared platforms is preferred