Executive Assistant / Office Manager | Full-time | Hybrid
Position Overview
The Arts Council is seeking a full-time Executive Assistant & Office Manager to join our team. This individual will support the board and staff leadership with administrative services and will report to the President/CEO. This role will also support basic office management responsibilities, including staffing the front desk at the Indy Arts Council office. The ideal candidate will be a proactive, creative team player with a demonstrated commitment to equity and inclusion, excellent attention to detail and communication, ability to foster meaningful relationships, and has an active interest in Indy’s arts & culture scene.
Key Areas of Responsibility
Administrative & Office Support – 50%
- Assists with bank deposits, payment requests, expense reporting, and general finance support
- Provides general administrative services and scheduling support to the President/CEO, Vice President, and leadership team
- Office Management
- Manages the agency calendar to ensure coordination across the team and with The Cabaret
- Covers the front desk by welcoming visitors and providing excellent customer service in person, over the phone, and via email
- Plans team meetings and celebrations
- Responsible for building access/security and parking, building maintenance, technology & equipment
- Responsible for keeping all shared spaces tidy and usable, including the front desk & office supply area, kitchen/sink/dishwasher, conference rooms, etc
Board & Executive Support – 30%
- Provides support services to the President and Vice President ensuring excellent communication and responsiveness
- Manages the calendar of the President and Vice President by coordinating schedules, booking meeting spaces, managing technology set-up, and ordering meals as needed
- Acts as board liaison serving as main point of contact for board and advisory members, scheduling and planning meetings, taking meeting minutes, preparing documents, and managing correspondence, including updating the online portal
Fundraising & Event Support – 20%
- Coordinates and maintains databases
- Tracks and reports donations and issues acknowledgement letters
- Assists with planning, execution and onsite activation of agency events including Start with Art, Art and Soul, Gallery 924 events, hosted meetings and events at the office, and others as needed
Qualifications
- 4+ years of experience as an Executive Assistant (or similar position), preferred
- Must have the ability to think ahead, anticipate needs, handle multiple projects at once, and meet deadlines in a fast-paced environment.
- Must have the ability to effectively communicate and develop positive relationships
- Must have excellent computer and technology skills (proficient in Microsoft Suite, Google Workspace, and experience with Apple computers.)
- Must have exceptional organizational skills, attention to detail, and follow-through
- Ability to work some evenings and weekends
- Residence in the central Indiana area for access to the Indy Arts Council office and regular in-person obligations.
Compensation & Benefits
- The salary for this role is $48,500 annually.
- 100% employee health insurance (including medical, dental & vision), 5% retirement fund contributions (after 1 year of employment), and generous paid time off
- Hybrid work environment. We work remotely on Mondays & Fridays, and are in the office Tuesday through Thursday. Meetings and team collaborations are prioritized on office days.
How to Apply
Qualified applicants should email a letter of interest, resume, and references to hiring@indyarts.org using subject line “Executive Assistant” by Thursday, November 21, 2024. Applications submitted through LinkedIn Easy Apply will not be reviewed.
About Indy Arts Council
Indy Arts Council is central Indiana’s leading arts advocacy and services agency. Our mission is to foster meaningful engagement in the arts by nurturing a culture where artists and arts organizations thrive. Advancing racial equity, inclusion and access, which includes ensuring arts and culture experiences and audiences reflect the diversity of our city, is at the heart of our vision of “A Creative Life for All.”
The Indy Arts Council is an Equal Opportunity Employer.