Art Director Assistant jobs in Des Moines, IA

Position Summary

The Administrative Assistant provides administrative support to the Senior Executive Assistant and the John and Mary Pappajohn Executive Director. The Administrative Assistant will be responsible for a variety of administrative functions and activities for the institution to ensure smooth and timely operations. Working within the Executive Director's office, the Administrative Assistant plays an essential role in supporting the Art Center's commitment to promoting the values of diversity, equity, and inclusion; embracing critical and empathetic thinking with a spirit of openness; uplifting the unique experiences and perspectives of every visitor and staff member; and creating a welcoming and equitable cultural resource for the region and beyond.

Reporting Relationship

This position reports to the Senior Executive Assistant and works closely with the Executive Director and select members of the Leadership Team.

Essential Duties and Responsibilities

The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

Executive Support

• Handles logistics for strategic initiatives administered by the Executive Director's Office, including, but not limited to, DEI training sessions and Strategic Plan meetings. This includes working with external partners and consultants in addition to coordinating technology needs with IT, communicating room set-up to the facilities department, and preparing materials as needed.
• Compiles the Executive Director's and Senior Director of Finance and Operation's company credit card receipts and reconciles monthly credit card statement.
• Provides administrative support to the Senior Executive Assistant in sorting, scanning, and photocopying documents; answering telephone calls; organizing and maintaining office files and filing system.
• Arranges complex and detailed travel plans including flights, hotel reservations, and conference reservations.
• Provides support to ongoing interdepartmental projects working with department leadership.
• Assists the Senior Executive Assistant with management of the Executive Director's calendar on an as-needed basis.
• Assists the Senior Executive Assistant with preparation for board meetings including printing and assembly of materials and room set-up.
• Maintains confidentiality of sensitive information.
• Promotes an environment of hospitality within the Executive Director's Office through welcoming guests, procuring refreshments, and sending care packages.
• Represents the Executive Director's Office and the organization internally and externally in a courteous, professional manner projecting a positive public image. Is welcoming to visitors and expresses a congenial tone with staff.

Office Management

• Administers organization's overall day-to-day office activities, including the ordering of office materials, equipment, and office coffee supplies.
• Opens and distributes mail and packages daily. Records the organization's receivables on the check log and allocates accordingly.
• Updates staff phone list, org chart, and mailboxes.
• Ensures All Staff Meetings run smoothly through proper meeting preparation, including, but not limited to, agenda creation and distribution to staff, coordination with IT, attendance and minute keeping, and documentation storage in Teams.

Qualifications (Education, Work Experience, and/or Certification)

• 3 years administrative support experience required.
• Extensive software skills with MS Office required, as well as internet research abilities.
• This position requires a working knowledge of English, punctuation, spelling, arithmetic, modern office practice and procedures, and skills to operate business office machines.
• Motivated, organized and focused with an attention to detail and the ability to maintain the highest degree of professionalism, confidentiality, discretion, tact, and flexibility, and can prioritize and manage multiple tasks.
• Ability to remain calm, cheerful, and professional in stressful situations and focused amid constant interruptions in a fast-paced environment, while working with all levels of internal management and staff, as well as outside contacts.
• Strong communication and analytical skills.
• Within normal business hours, ability to flex time as needed.
Multilingual ability desired especially in Arabic, Burmese, French, Karen languages, Marshallese, Spanish, Swahili, and/or Vietnamese.

Special Considerations (Work Environment, Schedule, Required Travel, etc.)

This position offers a hybrid work schedule working both in the office and remotely on occasion.

Physical Factors

• Work is mostly sedentary or light work; however, the ability to lift or move 5 - 45 pounds is occasionally required to carry packages and office supplies.
• Talking and Hearing: Expressing or exchanging ideas by means of the spoken word. Those activities which demand detailed or important instructions spoken to others or recorded by listening accurately and/or quickly.