As the largest annual grantmaker in the region for nonprofit arts, the Regional Arts Commission (RAC) has become a central resource for arts organizations and individual artists throughout the region. RAC leads, strengthens and gives voice to a creative community where every citizen can be proud to live, work and play in a world-class region. We believe that arts and culture are deeply interwoven into the fabric of St. Louis life and economy and can be essential in strengthening civic life, cultural vitality, cultural and racial equity, and economic prosperity. RAC is at the forefront of helping transform St. Louis into a more vibrant, creative and economically thriving community through the arts. We value passion, performance and productivity and focus on hiring great people who are committed to the potential the arts have as a vital agent for social change and community transformation.
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Reporting directly to the Executive Director, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for staff and external constituencies on all matters pertaining to the office of the Executive Director. The Executive Assistant also serves as a liaison to the board of the Regional Arts Commission; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. This position will provide Receptionist relief backup as needed. The Executive Assistant must enjoy working within a small, but fast-paced environment that is creative, entrepreneurial and mission driven with a strong commitment to community. Ideal candidates are emotionally mature, able to manage confidential information with discretion and exercise good judgment in a variety of situations. They will possess strong written and verbal communications, exemplary administrative and organizational skills, with the ability to maintain a realistic balance among multiple priorities. The Executive Assistant is able to work independently on projects, from conception to completion, and produce work on deadline that is professionally presented and free of error.
NO PHONE CALLS OR EMAILS PLEASE!
- Coordinate bank deposits for checking account reconciliation.
- Match purchase orders with invoices prior to payment.
- Facilitate approval of invoices prior to payment.
- Facilitate the development of monthly financial statements and other reports.
- Facilitate the mailing and archiving of annual tax filings.
- Maintain accounting policies and procedures to ensure document is current.
- Ensure RAC is in compliance with all applicable record-keeping requirements.
- Maintain and record all PTO time and report information to the accounting representative.
- Conduct analysis of financial data and creates reports that identify areas of concern.
Board Support and Liaison
- Serves as the Executive Director's liaison to RAC's board of directors and its various committees.
- Facilitates monthly board meetings, committee meetings, board retreats and other special meetings or trainings.
- Maintains board records and board committee records.
- Maintains discretion and confidentiality in relationships with all board members.
- Complies with applicable rules and regulations set in bylaws regarding board and board committee issues, including advance distribution of materials, Sunshine Law, and other matters.
Senior Management Liaison
- Participates as member of the Executive Team including assisting in scheduling team and one-on-one meetings, setting up for team meetings and taking notes.
- Assists in coordinating the agenda of Executive Team meetings and All-Staff meetings.
- Coordinates performance evaluation reviews.
Communications, Partnerships and Outreach
- Ensures that the Executive Director's bio is current and coordinates with the Deputy Director regarding requests for materials and the organization in general.
- Edits and completes first drafts of written communications to external stake holders.
Programs and Strategic Initiatives
- Works with Program and Strategic Initiative Directors to coordinate Executive Director outreach activities.
- Follows up on contacts made by the Executive Director and supports the cultivation of ongoing relationships.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and constituents.
- Expert level written and verbal communication skills.
- Demonstrated proactive approaches to problem-solving and strong decision-making capability
- Emotional maturity.
- Highly resourceful team-player, with the ability to work independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Forward looking thinker, who actively seeks opportunities and proposes solutions.
Education and Experience:
- Bachelor's degree required.
- Good work tenure: Five to ten years experience supporting C-Level executives, preferably at a nonprofit organization.
- Experience and interest in internal and external communications, partnership development, and community service.
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat and Social Media platforms.
- Familiarity with basic bookkeeping principles.
- Ability to function in a high energy and high productivity environment that is creative, entrepreneurial and mission driven with a strong commitment to community. The noise level in the work environment is usually moderate. Ability to effectively manage multiple tasks, responsibilities and requests. Ability to prioritize and meet objectives. Attractive, contemporary amenities.