Executive Assistant Position Available In Sevier, Tennessee

Executive Assistant 4.8 4.8 out of 5 stars 556 Parkway, Gatlinburg, TN 37738

Description:

Arrowmont School of Arts and Crafts is hiring a seasoned Executive Assistant to the Chief Executive Officer and Executive Leadership Team. Are you a self-starter who is organized, detail-oriented, great at multi-tasking, and able to anticipate needs? Do you exude a can-do attitude with creative problem-solving and meeting customer needs? Do others describe you as highly motivated and resilient with great time management and interpersonal skills? Are you tech-savvy or willing to quickly master Microsoft Office programs and Zoom functionality? Do you enjoy variety in your day and week to week? This role serves many functions in support of the operations of the school. The ideal candidate will have experience as an Executive Assistant with a strong interest or background in project management. This role will manage confidential administrative support to the Chief Executive Officer (CEO), members of the Executive Leadership Team (ELT), and Board of Directors (BOD). He/she/they will utilize the utmost discretion, maintaining strict confidentiality in all regards, and will present positive, professional, and tactful countenance when dealing with diverse personalities from both inside and outside of the organization. The Executive Assistant will provide prompt, professional and courteous support and assistance to team members as well as donors, supporters, and community leaders.

Requirements:

Support of the

CEO:

The Executive Assistant will work with the CEO to manage all administrative and organizational logistics including those related to meetings, mailings, event invitations, updates, and other important communications. These will include facilitation of BDG activities to include Board Portal Management, new BOD member orientation, on-boarding, regularly scheduled BOD meetings, and support for BOD engagement strategy. Provide complex and confidential support to the CEO, ELT, and BOD which often requires discretion and independent judgment in matters of significance. Handle sensitive information and maintain a high standard of confidentiality. Assist CEO with communications including notice of meetings, agendas, preparation and distribution of materials, etc. Prepare and attend meetings as requested; record and transcribe minutes. Draft, review, and edit reports, letters, and other communications/correspondence as requested. Manage correspondence and communications on behalf of the CEO – including coordinating follow-up to BOD meeting minutes and other meetings in which the CEO has a role/responsibility. Provide constant and ongoing general assistance and support to the CEO and members of the ELT as requested. Request agenda items and prepare agendas prior to meetings; record and transcribe minutes. Organize internal and external functions, including notification of meetings, lodging and culinary coordination, set-up, clean-up, etc. Schedule CEO/multi-purpose room meetings and events. Maintain CEO calendar and coordinate calendars of ELT and Arrowmont calendar as needed to ensure consistency and efficiency. Compose and produce reports, graphs, and spreadsheets for CEO, ELT, and BOD to include the strategic plan, annual operations plan/goals/schedule, Key Performance Indicators (KPIs), and quarterly update. Proofreading copy for spelling, grammar and layout is of critical importance. Responsible for accuracy and clarity of final copy and distribution thereof once final CEO review/approval accomplished. Support the CEO’s networking, advocacy, and presence goals. Conduct research, assemble, and analyze data to prepare reports and documents as required. Conducts research and prepare statistical reports to assist the CEO, ELT, and/or BOD/Chair in the development of a variety of plans, documents, or reports.

Support of Program Operations:

Oversee the collection of contract and course description information from over 200 workshop instructors, presenters, and other invited guests annually Oversee the creation, execution, and organization of over 200 programming contracts for instructors, presenters, and other invited guests annually Regularly update and compile printed arrival packets for instructors, instructors, presenters, and other invited guests Regularly check enrollment data and communicate with over 150 instructors annually regarding workshop and travel planning. Serve as liaison between instructors, students, participants, and Angel Taxi service

Support of Operations and People/Culture Operations:

Manage onboarding/offboarding process for all new team members Assist with professional development and training modules management Assist with HRIS management, reporting, and HR-related projects Oversee Volunteer recruitment and management Perform Office Manager duties Manage background checks Coordinate yearly trainings in tandem with Director of Safety Serve as back-up (redundancy) for security systems (Paxton10, Text ’em All, etc.) Assist in the management and processing of work-study program Provide periodic support for on-campus events Facilitate/collaborate cross-departmentally on all on-campus receptions

Support of Chief Financial Officer:

Collect and distribute financial reports and data to Board as needed

QUALIFICATIONS, SKILLS, AND EXPERIENCE

Equivalent combination of education and experience to include business school, community college, and/or university certification/degree and three to five years related executive administration experience. Excellent command of the English language, oral and written. Ability to read and interpret documents such as meeting minutes and policy/procedure manuals. Exceptional ability to write clearly and concisely, as well as to produce written reports, correspondence, spreadsheets, and graphs. Ability to operate proficiently all equipment used in executive assistance to include computers, postage machine, printers, photocopiers, and fax machines, etc. Knowledge and experience with Microsoft Office 365 and Blackbaud.

PHYSICAL DEMANDS

This position requires limited travel, ability to drive a car, is physically demanding requiring the ability to walk unaided up and down hills and over uneven terrain; bend, stoop, reach above head; fine and gross motor skills, and work in close quarters. Possession of normal visual acuity at near and far distance with correction and auditory acuity with correction. While performing the duties of this position, team member s required to frequently sit and work at a computer. The team member is frequently required to use hands to finger, handle, touch objects, tools, or controls and to talk fluently. The team member may occasionally lift or move heavy objects. Some travel may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Inclusion and Equal Opportunity Statement:

Arrowmont is committed to creating an anti-racist, diverse, and inclusive workforce and work environment and is proud to be an equal opportunity employer. Arrowmont strongly encourages people of color, women, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or other applicable legally protected characteristics. Arrowmont is committed to compliance with all fair employment practices regarding citizenship and immigration status.