Responsible for monitoring, managing and prioritizing a complex calendarÂ along withÂ incoming communications; prioritize and coordinate the appropriate responses.
Exercises considerable judgment as to the optimal use ofÂ the Advisorâ™sÂ time, taking on administrative detail and project managementÂ by reading, researching, and routing correspondence,Â collecting and analyzing information,Â and composing timely responses.
Provides complex and confidential administrative assistance on the daily operations of the office such as managing the calendar,Â website, email, voicemail,Â scheduling meetings, andÂ coordinatingÂ conference calls.
Oversees all logistical details of meetingsÂ and travel.
Operates at the highest level of confidentiality regarding personal and financial matters and deftly manage unique situations with discretion.
Collaborates with Chief of Staff and Chief of Operations to help planÂ and manageÂ regular convening events at the Advisorâ™s home,Â ArtÂ Galleries and otherÂ venues.
Develops and maintains excellent relationships with theÂ Advisorâ™sÂ associates and network.
Manages special projects.
May require occasional travel.
Administers organization of all common officeÂ and workÂ spaces; establishes guidelines for maintenance of individual office and work spaces.
Maintains inventory of allÂ computer andÂ audio and visual equipment.
Handles inventory ofÂ supplies for special events.
Determines need, orders and ensures availability of office supplies at all times.
Serves as primary contact forÂ cleaning service and other external vendors supporting facilitiesÂ maintenance.Â
Supervises set-up of furniture and equipment forÂ special programs, in coordination with theÂ Rebuild FoundationÂ of TGS programming staff.
Coordinates move-ins of anyÂ partnersÂ utilizingÂ space within the TGS ecosystem.
SupportsÂ the COO and COSÂ inÂ daily operations and coordination of work to support execution of strategies, plans and processes.Â
Manages collection and distribution of mail on a timely basis.Â
Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
Performs other related work as needed.
A minimum of six years progressively responsible administrative experience supporting executive level leaders.
Bachelor's degree plus a minimum of three years of progressively responsible administrative experience supporting executive level leaders.
Accomplished at composing written communications and editing and proofreading material written by others.
1â3 years work experience in project management, writing, research, logistics and/or event planning.
Technical Skills or Knowledge:
Expertise in common office productivity software applications (e.g., Gmail Outlook, Word, Excel, PowerPoint).
Proficiency with Adobe Acrobat and Trello.
Savvy with social media platforms and web content management.
Effective verbal and written communication skills.
Excellent interpersonal and customer service skills.
Handle VIPs, dignitaries and public figures with courtesy, clarity, and diplomacy.
Manage sensitive and confidential situations and information with absolute discretion.
Maintain calm and courteous demeanor and work productively despite competing priorities, complex problems, and tight deadlines.
Strong problem-solving skills.
Use appropriate resources to resolve an issue.
Follow an issue through to resolution.
Considerable skill in working both independently and as a team member.
Take initiative and organize and complete projects with minimal supervision.
Proficiency with word processing applications and spreadsheets and databases.
Outstanding planning, execution and time management skills.
Willingness to work flexible schedule to accommodate event coverage.
Cover Letter (required)
References Contact Information (3)(required)
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Internal Number: JR10556
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