Assistant to the Executive Director

6 days left

Location
Atlanta, Georgia (Midtown)
Posted
Jun 25, 2019
Closes
Jul 25, 2019
Position Type
Full Time
Degree Level
Bachelors

Assistant to the Executive Director

The Center for Puppetry Arts is in search of an Assistant to the Executive Director to manage the daily activities of the Executive Director and provide comprehensive administrative support and office management. The position requires excellent communication and interpersonal skills, a highly organized and detail-oriented work ethic, and the ability to multitask and prioritize in a fast-paced environment.

For Executive Director:

  • Schedule appointments and maintain calendar
  • Serve as Executive Director’s liaison to various departments; board of directors; international organizations; corporations and foundations; major donors, and the public
  • Compose, prepare, and distribute Executive Director’s correspondence
  • Coordinate domestic and international travel arrangements
  • Plan and coordinate meetings and site visits, including itineraries, meeting agendas and minutes, and catering arrangements as necessary
  • Develop and implement special projects as assigned  by the Executive Director
  • Other duties as deemed necessary by the Executive Director

    For Office Management:

  • Serve as primary contact for telephone calls to the Administrative Office
  • Maintain primary responsibility for admitting office visitors and couriers
  • Serve as primary contact for pickup and delivery for courier services
  • Receive and distribute mail for entire facility
  • Maintain office supply inventory for facility and replenish as needed
  • Maintain, service, and order supplies for office equipment, including postage machine and fax machine
  • Operate as point-person for copier service calls
  • Manage general email inbox for the Center and respond to inquiries or forward messages to appropriate staff and/or departments
  • Provide regular general administrative support to other departments as necessary

    For Board Management:

  • Arrange all board and executive committee meetings; includes set up and taking minutes during meetings
  • Maintain board, committee, and tenure lists
  • Prepare board notebooks for all incoming board members
  • Arrange annual board briefings for all board members and advisors

    Director of Membership Services – UNIMA-USA

  • Respond to inquiries from UNIMA-USA members and UNIMA International
  • Administer and maintain membership and sales databases
  • Provide detailed reports and resource analysis on a quarterly basis for Board of Directors
  • Compile and distribute annual ballot for election of Board members
  • Maintain Board tenure list
  • Maintain and update secure online forms on Squarespace for membership, ventures, and publication purchases, including updating inventory as needed
  • Fulfill membership, ventures, and publication orders submitted online and by mail daily
  • Prepare, submit, and secure federal grants
  • Prepare visa petitions for foreign performers
  • Conduct regular mailings of renewal notices, membership publications, and other information as needed
  • Coordinate ordering of UNIMA-branded items
  • Compile, edit, and distribute annual Membership Directory in both online and print formats
  • Coordinate distribution of the biannual magazine, Puppetry International
  • Communicate regularly with the Webmaster and send frequent updates for the Membership Directory, Puppetry Yellow Pages, and any news or festival entry notices
  • Coordinate new membership software installation with the Webmaster
  • Coordinate with the board to create and send quarterly newsletters
  • Maintain and order project / office supplies as needed
  • Develop and implement other projects as determined by the Board of Directors or General Secretary
  • Full-time position, M-F; hourly with benefits. Please send resume with cover letter, and salary expectations to hr@puppet.org.  No phone calls, please.

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