Posted on behalf of a colleague. Apply to them directly, not to me.
Connecticut Landmarks _________________________
Job Description
Title: Assistant to the Executive Director
Reports to: Executive Director
Overview
Regionally recognized statewide cultural organization with twelve historic properties seeks flexible, collaborative, patient, open, up-beat self-starter to support the Executive Director and organization into its next stage of growth. The Assistant to the Executive Director provides executive level support to the Executive Director, manages Board communications and coordinates Board meetings and calls. The focus of the position is to alleviate the Executive Director's workload by assuming most administrative duties, leaving the Executive Director to focus on decision making and other executive duties. In addition, the position manages and supports the day to day operations of the central office and provides technical assistance and support to office and site staff.
· Provide Assistance to the Executive Director
o Relieve Executive Director of administrative details
o Manage calendar: schedule meetings and appointments
o Manage communications: take calls and messages
o Coordinate and schedule conference calls and meetings
o Communicate with staff in absence of the ED
o Handle phone calls and requests whenever possible
o Facilitate grant preparation & submission
o Provide special project support
· Manage Board Communications
o Schedule Board, Executive Committee and Board Committee meetings in cooperation with the Executive Director and Committee Chairs
o Keep Board and Committee meeting schedule up to date and communicate with Board members pertaining to changes and adjustments
o Remind Trustees of upcoming meetings at least one week in advance of meetings and collect RSVP's. Forward RSVP list to Board/Committee Chair and Executive Director prior to the meeting
o Prepare meeting materials
o For Board meetings arrange meeting facilities, buy and prepare refreshments, set up room, insuring the proper seating arrangements and that all necessary technology is set up
o Record and prepare minutes for Board and Executive Committee meetings and at other meetings as necessary
o Maintain Board Policy Manual
· Assist with Board Recruitment
o Schedule recruitment meetings and visits
o Prepare folders for recruitment distribution
o In cooperation with Executive Director and Board Chair organize new Trustee orientation and plan welcoming reception for incoming Board members
· Provide Fundraising Assistance
o Schedule fundraising meetings
o Prepare folders & materials
· Office Management
o Design and implement office policies and procedures, make changes as necessary to improve efficiency
o Maintain a safe and secure environment for office staff
o Monitor and maintain office supply inventories in accordance with office budget
o Review invoices, process and mail checks for bill payment; file all paid bills. Process bills for payment: Open, review for proper plan billing & accuracy, prepare payment vouchers. Contact vendors to resolve billing problems. Obtain signed checks and mail
o Open and process mail and record all incoming checks in accordance with the Internal Controls Policy
o Reconcile credit card statement
o Manage & Execute Record Retention Policy
· Property Management
o Support Property Manager with phone calls, document preparation and with communication
o Oversee tenant relations & annual lease renewal
· Technology Coordinator
o Prepare and manage technology budget
o Troubleshoot and provide on-site staff support for office and site staff. Triage computer and network problems to determine what can be handled in-house and when consultants need to be brought in for assistance
o Provide technology set up and assistance for meetings and events
o Install, maintain and update existing hardware and software
o Maintain technology inventory
o Select, oversee & interface with technology consultants
· Facilitate Organizational Community and Unity
o Within the Hartford office, schedule and assist with staff meetings.
o Between the Hartford office and sites, schedule and assist with meetings, Holiday parties and special events
· CTL Special Events
o Facilitate special event planning and implementation throughout the organization and work with staff on event strategy, planning and implementation in cooperation with the Executive Director and Director of Donor Development.
· Facilitate Facility Rental
o Follow up on site rental requests, contact interested party, send rental materials and discuss fees, as necessary
o Collect deposits and fees, as necessary
o Support Historic Sites Operations Manager and Site Administrators in coordinating and executing facility rentals
Position Requirements:
· Self-starter & team builder able to work both independently and as part of a team.
· Strong organizational and planning skills
· Ability to effectively communicate via phone, email, and in person with a variety of individuals including Trustees, colleagues, site-staff, constituents and vendors
· Excellent interpersonal skills, the ability to work well with all levels of internal management, staff and Trustees, as well as constituents and vendors
· Extremely efficient, organized and resourceful, able to assess and prioritize tasks
· Flexible, patience and able to function well in a fast-paced environment
· Advanced computer skills and the ability to train others on system usage
· Strong internet research skills
· Confidentiality and the ability to assure discreet handling of business
· Proficient in Microsoft Office Suite 2007, Outlook, and Microsoft Windows. Strong understanding of Terminal Service Management and administration.
For more information about the organization, please visit our web site at http://ctlandmarks.org
To apply, please email a letter of interest, a resume, and a minimum of three references to [log in to unmask]
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