Executive Assistant

Position Information

Position Title: Executive Assistant
Location: The Clarice Smith Performing Arts Center, University of Maryland at College Park
Salary: 42,000to $ 52,085, commensurate with experience
Closing Date: May 27, 2024
Position starting date: ASAP

SCOPE OF RESPONSIBILITY:

The Executive Assistant reports directly to the Executive Director and also provides support to the Senior Director, General Management and Strategic Initiatives. The position manages and maintains office systems and operations including and not limited to calendaring, scheduling, travel and communication and helps support the maintaining of a positive work culture and relationships with academic and community partners. This position also acts as a critical liaison to staff, students and donors of The Clarice as well as campus and government officials.

Essential Job Functions

MANAGE OPERATIONS OF EXECUTIVE OFFICE

Communication and Facilitation

  • Facilitate communication for the Executive Director and Senior Director, General Management and Strategic Initiatives, interacting with campus and public officials; donors and patrons, staff at all levels, and the public. Provides information requiring comprehensive knowledge of institutional policies, procedures and practices.
  • Maintains professionalism, tact and care in a fast-paced and changing environment; maintains confidentiality at all times.
  • Anticipates Executive Director’s course of action when absent and facilitates problem resolution. Interprets administrative decisions and policies to other staff and transmits directions and instructions based on authority delegated by the Executive Director.
  • Receives and screens telephone calls and visitors. Independently handles procedural and substantive matters and inquiries which do not require special knowledge, or refer callers to others as appropriate
  • Provides pertinent and appropriate personal and professional information about employees and prepares appropriate communication, i.e., new employees, birthdays, marriages, professional achievement, bereavement, etc.
  • Manages and prepares correspondence: Reads and edits outgoing correspondence for procedural, typographical and grammatical accuracy with general policy and factual correctness. Corrects as appropriate. Receives and reads incoming correspondence and information.
  • Maintains appropriate files, data and information pertinent to the Executive Office; updates as needed. Creates reports for the Executive Office as needed. 

Calendaring and Scheduling

  • Manages all aspects of the Executive Director’s calendar: schedules meetings; solicit agenda items where appropriate; prepares and distributes agenda; reserves room and equipment; provide advance or preparation material for Executive Director; distributes minutes/action items. 
  • Resolves scheduling and calendaring conflicts with tact and diplomacy; understands and articulates priorities that best serve the interests of the Executive Office and the organization.
  • Works cooperatively with departments within The Clarice management to schedule public appearances and interviews. Provides content and context for public appearances and interviews by providing speaking points; appropriate dress code; names and backgrounds of participants or audience.

Travel and Conferences

  • Makes all necessary arrangements for travel, including but not limited to accommodation; air and ground transportation; dining reservations; and performance tickets; independently performs required administrative follow-up and record keeping.
  • Facilitates visas or any other necessary travel documentation required
  • Utilize travel rewards programs to maximize savings and travel ease.
  • Maintain membership for all associated professional associations
  • Manages registration for professional conferences and performing arts festivals; schedule meetings with artists, agents, managers and professional colleagues
  • Confirm details just prior to travel and ensure all information (time, purpose, place, talking points, etc.) are detailed in calendar notes.

Administrative and Project Support

  • Assists or coordinates activities, projects or events on behalf of the Executive Office, including but not limited to (staff meetings, staff celebrations, field trips, etc.)
  • Establishes clear priorities, assigning responsibilities to others as needed; schedules activities to ensure optimum use of time and resources; anticipates and troubleshoots challenges; recommend solutions as appropriate
  • Coordinate Clarice-wide projects, hosted events and activities. Creates and manages action plans to implement center-wide activities and meetings; determines priorities and timelines; assigns responsibilities; organizes project teams and clarifies team member expectations and performance; ensures that deadlines are met; identify obstacles and independently resolve conflicts; create and implement tools to monitor progress and ensure expectations are met.
  • Participates on staff planning committees on behalf of the Executive Office.

Liaison to Staff, Campus, Patrons and Donors

  • Serves as Executive Office Liaison to staff, students, faculty, artists, patrons, and donors; provides a high level of customer services and responsiveness that positions the Executive Office in a positive light.
  • Arranges meetings and meeting locations appropriate to the constituency and context; provides directions, parking and guidance that enhances a welcoming and inviting environment for guests.
  • Take notes or meeting minutes as assigned; prepares timely follow-up correspondence, “thank you” cards as appropriate.

List physical demands of position

  • Normal Work Environment

Qualifications

Minimum

  • High School Diploma or GED AND Four years secretarial support

Preferred

  • Bachelor’s degree
  • Excellent written and verbal skills commensurate with representing a high-profile office that interacts with donors, patrons, community VIPs.
  • Demonstrated experience working with diverse groups with varying interests and needs Demonstrated experience anticipating and meeting deadlines; working in a fast-paced environment balancing multiple and often conflicting priorities
  • Experience assessing, prioritizing and developing operational work plans that support an effective and efficient office operation
  • Demonstrated ability and agility to work with computer software and social media including but not limited to Microsoft, Google, Apple products; Facebook, Instagram, X, etc.
  • Experience with University of Maryland administrative systems
  • Demonstrated experience working with university students, staff and/or faculty

To apply

Please visit https://ejobs.umd.edu/postings/119294 for instructions.

For more information about the University of Maryland, please visit maryland.edu.  The University of Maryland, College Park, actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee or applicant because of race, age, sex, color, sexual orientation, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, or political affiliation. Minorities and women are encouraged to apply.

Type of opportunity: 
Full Time
Salary: 
$43,404 to $52,085
Best Consideration Date: 
Monday, May 27, 2024
Position starting date: 
ASAP
Position number: 
125228
Category status: 
20-Nonexempt,Regular

The University of Maryland, College Park, an equal opportunity/affirmative action employer, complies with all applicable federal and state laws and regulations regarding nondiscrimination and affirmative action; all qualified applicants will receive consideration for employment. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, religion, sex, national origin, physical or mental disability, protected veteran status, age, gender identity or expression, sexual orientation, creed, marital status, political affiliation, personal appearance, or on the basis of rights secured by the First Amendment, in all aspects of employment, educational programs and activities, and admissions.