Assistant to Deputy Director of Finance/Administration

Phoenix Art Museum is currently looking for a professional executive assistant/office administrator to join its team. This position will be responsible for providing a high level of professional administrative support to the Director of the Finance and Administration Division, and assist other departments in the Division as necessary. The successful candidate must be able to independently organize and coordinate mulitple tasks and deadlines, and take initiative on projects at all administrative levels, with little or no supervision. Some experience with legal contracts a plus.
Main Duties include: 1. Independently organize and coordinate work, set priorities, and meet established deadlines with little or no supervision. 2. Timely and accurate preparation of internal and external correspondence, supporting documents, and contracts. Production of drafts and a wide variety of finished documents from notes, recording devices or brief written/oral instructions with attention to detail and accuracy. Plan and prepare the preparation of periodic or special reports, and assist in the preparation of the Annual Museum Budget. 3. Efficiently and effectively organize the Deputy Director’s schedule to maximize time availability. Schedule appointments, coordinate meetings, and maintain daily and yearly planning calendars to facilitate timely preparation and follow through for Operation Committee or other Board Committee meetings. 4. Coordinate logistics and planning of Operations Committee meetings. Prepare and mail committee packets in a timely manner. Record and transcribe minutes for all Operations Committee meetings and for other Board Committee meetings as needed. 5. Facilitate communication between direct reports and the Deputy Director by serving as a liaison between him and his staff and scheduling meetings as needed. 6. In the absence of the Assistant to the Director, provide administrative support to the Museum Director and record minutes for Board of Trustee meetings. 7. Create ad-hoc reports, oversee select programs and perform miscellaneous projects as assigned.
REQUIREMENTS


1. High school diploma or equivalent; associates degree or business school certificate preferred. 2. Minimum of five years increasingly responsible administrative experience, including experience as Executive Assistant and/or Office Administrator. 3. High level of proficiency in Microsoft Office and the Internet – must be highly familiar with Word and Excel, and some Project experience a plus. 4. Interpersonal and telephone communication skills, tact and diplomacy. 5. Ability to maintain confidentiality of information. 6. Excellent composition and writing skills. 7. Ability to work independently, and organize and accomplish multiple projects concurrently. 8. Able to consistently exercise a high degree of discretion and initiative. 9. Ability to work effectively with a wide variety of Museum supporters, visitors, members, volunteers and staff, and maintain working level of knowledge about the Museum’s core activities to effectively carry out responsibilities.

BENEFITS:

Medical and dental insurance 80% funded by Museum; life insurance; LTD coverage; a Museum-funded pension plan; vacation, holiday and sick pay; Museum membership; and great discounts at Museum Store, Café, and other cultural organizations in the Valley.
For best results, please submit cover letter with salary requirements and resume to Human Resources and note JOB CODE CB-ADD in your submission.
[Click here for email]
FAX: 602-257-2127

Human Resources Manager
Phoenix Art Museum
1625 N. Central Avenue, Phoenix, AZ 85004-1685

EOE