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Flint Institute of Arts 1120 East Kearsley Street -- Flint MI 48503 Job Posting Job Title: Executive Assistant Location: Flint, MI Department: Administration FLSA Status: Non-Exempt, Full-time Reports To: Executive Director Remote Work Eligibility: Partial

General Description This full-time position performs confidential administrative duties acting as liaison for the Executive Director to coordinate, assist, and oversee special projects to advance FIA programs.

Responsibilities ? Maintains calendar; creates correspondence; coordinates appointments; and manages contact information. ? Handles incoming calls and requests from employees, Trustees, the public, and other entities as necessary. ? Respectfully transmits instructions and other matters to colleagues on behalf of the Executive Director, including items of a highly confidential and sensitive nature. ? Organizes and facilitates internal and external meetings (virtual, in-person, or hybrid) by reserving rooms, arranging hospitality, recording minutes, and setting up virtual components. ? Provides administrative support for the Administration Department, including ordering supplies, managing subscriptions and memberships, and overseeing incoming and outgoing mail. ? Prepares Executive Director's report, agendas, minutes, and notifications for Board of Trustees and some Board committees. ? Assists in keeping an accurate schedule for the Executive Director's specific deadlines for projects, presentations, and meeting preparation. ? Conserves the Executive Director's time by successfully completing critical aspects of deliverables with a handson approach, keeping them fully informed on actions that have been taken. ? Prepares PowerPoint presentations, scripts, and meeting materials. ? Assists in coordinating detailed plans for the Executive Director's travel; support during travel; post-travel documentation and expense report processing. ? Coordinates travel for guests of the FIA as requested. ? Arranges for patron and staff gifts as requested. ? Remains informed regarding institutional policies and practices and FIA activities and programs. ? Applies FIA values to interactions to support a positive culture of belonging among internal and external stakeholders. ? Performs other duties as assigned. Qualifications/Skills Required ? Demonstrated ability to share complex information, ideas, and instructions clearly, effectively, and professionally to diverse audiences through written or verbal communication. ? Must have solid office administration and organizational skills to plan, manage, prioritize, and complete multiple on-going projects and goals. ? Must have proficiency in using office software, including Google Workspace and Microsoft Office Suite, and in the use of remote work technology. ? Demonstrated ability to provide excellent customer service and maintain professional interactions that promote positive teamwork. ? Must possess an understanding of ethical business conduct and professional practices including maintenance and protection of confidential and sensitive information. ? Ability to work occasional weekend and evening hours as needed. Education and/or Experience ? Associate degree in business and administration or related field required. Bachelor's degree preferred. ? Five (5) years of experience as a senior executive assistant required. ? Additional years of experience may be substituted for educational requirement.

Flint Institute of Arts is an Equal Opportunity Employer