Job Posting

The Executive Assistant is responsible for providing full administrative support to the President who travels extensively. As Executive Assistant you will complete a broad variety of tasks with the goal of ensuring the President’s day runs efficiently and effectively.

Responsibilities include but are not limited to:

• Managing the President’s schedule and coordination of both internal and external meetings
• Coordinating travel details including booking flights/trains/taxis and accommodation and anticipating and solving complex scheduling issues
• Correspondence and contact with clients, potential clients, and partners
• Handling meeting logistics including catering and IT requirements such as audio or web conferencing set up
• Administering the Lord Cultural Resources contact database, including entering contacts and maintaining the database
• Prioritizing conflicting needs, handling matters expeditiously, proactively, and following through on projects to successful completion, and often with deadline pressures
• Acting as a liaison and gatekeeper with various individuals of all levels both internally and externally
• Monitoring emails and incoming information – identifying what is a priority
• Preparing and submitting monthly expense reports
• Conducting research as needed
• Greeting visitors as they arrive at the office
• Performing general office support such as telephone services, photocopying, filing, faxing, couriers, responding to requests for information and drafting general correspondences
• Assisting in planning of special projects, conferences, and events.

QUALIFICATIONS

The qualified candidate must be a self-starter, motivated, committed and adaptable team player, who is organized, detail oriented, quality conscious, has impeccable time and project management skills, and has a genuine enthusiasm for museums, culture, and the arts. Other required qualifications include:

• Positive attitude with impeccable interpersonal communication skills
• Between 3-5 years of relevant experience, including supporting leaders in an administrative capacity
• Highly proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook)
• Exceptional English verbal and written communication skills (additional languages an asset)
• Proven experience writing business correspondence and proofreading
• Professionalism and confidentiality when dealing with sensitive information and business matters
• Complex calendar management and travel coordination experience, and experience with expense administration
• A relevant Bachelors or Masters level degree/diploma program in business administration and/or Museum Studies, and/or equivalent experience or training
• Comfortable working with technology and ability to project manage/troubleshoot issues
• Experience or exposure to project management and accounting processes and systems
• Dependable, flexible and can demonstrate initiative
• Familiarity with Lord Cultural Resources’ methodologies and/or willing to excel in them would be an asset
• Knowledge and/or experience in the arts and cultural industry, or working for a professional services organization would be an asset