Executive Assistant, ArtWorks

ArtWorks seeks an Executive Assistant to report directly to the CEO, provide executive support in a one-on-one working relationship. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts, coordinates internal events, manages vendor relations, and collects and manages information. 

ArtWorks is an equal opportunity employer and is strongly committed to building and retaining a diverse team. We believe in creating an inclusive workplace which harnesses each voice to collectively advance ArtWorks’ mission. We strongly encourage applications from people of color, persons with disabilities, LGBTQ+ individuals and other marginalized applicants.

Job Title: Executive Assistant

Compensation: Competitive salary commensurate with experience. Comprehensive employee benefits package includes health insurance (70% paid by ArtWorks), life insurance with AD&D, ST and LT disability (100% paid by ArtWorks), generous paid time off, up to12 weeks for individual/family leave fully paid, 401k plan with ArtWorks match of 100% on first 4% of salary, 11 holidays and a year-end winter break of 5 days, $25 per month of cell phone reimbursement, and investment in career development. Vision and dental provided at employee cost.

Salary Range: $39,000 - $50,500

Job Type: Salary (Exempt)

Location: ArtWorks Administrative Office, 2460 Gilbert Avenue, Cincinnati, OH 45206

Reports to: CEO and Artistic Director

Start date:  ASAP

About ArtWorks: Now in its 27th year, ArtWorks is an award-winning Greater Cincinnati nonprofit that has pioneered public art and economic impact throughout the region to create community-based public art that provides career opportunities for artists of all ages. ArtWorks works alongside community leaders to build civic pride with art that beautifies the region, creating jobs for more than 300 artists annually, including young artists ages 14-24, to earn a living wage. The economic empowerment and mentorship that ArtWorks provides leads to upward mobility, which is critically important for young people who come from a majority of under resourced and underemployed neighborhoods and households. Since 1996, ArtWorks has employed over 4,000 youth and 3,500 creative professionals. The organization has completed more than 14,000 public and private art works of art, including public sculpture, light-based installations and more than 200 permanent outdoor murals, contributing to the region’s global reputation as an arts destination. Now headquartered in Walnut Hills, ArtWorks is part of the burgeoning arts district in Cincinnati’s historic second downtown. Learn more at artworkscincinnati.org.

Job Description

ArtWorks seeks an Executive Assistant to report directly to the CEO, provide executive support in a one-on-one working relationship. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts, coordinates internal events, manages vendor relations, and collects and manages information. This is a demanding and important role for advancing the highest priorities and schedules and deadlines for organizational leadership. The Executive Assistant must be proactive and enjoy working within an entrepreneurial environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, excellent organizational skills and attention to detail, and the ability to determine priorities and maintain a realistic balance among multiple priorities.

Key Responsibilities:

Manage CEO’s calendar, inbox, and priorities (40% of time)

• Daily communication with CEO
• Coordinate and maintain CEO’s calendar and inbox
• Prepare CEO for meetings as needed; may include research, assembling and analyzing data, preparing reports, presentations, and documents
• Represent CEO in office tours and presentations as necessary
• Prepare and edit correspondence, communications, presentations, and other documents
• Correspond to and prioritize key inquiries for organizational external outreach
• Other duties as assigned

Board duties (20% of time)

• Serve as key liaison for the Board of Directors and committees
• Arrange and schedule Board and committee meetings
• Record, transcribe, and distribute minutes and other documents for board and committee meetings
• Create and run PowerPoint presentations for board and committee meetings
• Manage virtual attendees for board and committee meetings
• Collect and manage Board files and directory
• Manage and maintain Board Portal on website
• Schedule and manage new board member onboarding
• Manage food orders and dietary restrictions for board meetings and events

Leadership Team and meeting support (20% of time)

• Manage strategic planning documents and timelines
• Schedule leadership team meetings
• Record, transcribe, and distribute minutes and other documents for leadership team meetings
• Create and run PowerPoint presentations for leadership team meetings
• Manage virtual attendees for leadership team meetings
• Schedule and plan leadership retreats and additional meetings as needed
• Manage leadership team shared documents and priorities identified in meetings

Office support (15% of time)

• Schedule all-staff meetings and lunches
• Manage food orders and dietary restrictions for staff events and meetings
• Assemble and run PowerPoint presentations at staff meetings as needed
• Welcome and extend hospitality to incoming visitors and clientele, in-person, over the phone, and via shared, general ArtWorks inbox.
• Manage shared office calendar, maintain and troubleshoot office equipment
• Manage inventory of general office supplies
• Manage the upkeep and appearance of office
• Support some aspects of onboarding new staff members
• Manage shared holiday calendar
• Manage merchandise inventory

Support departmental and organization-wide special events and programs (5% of time)

• Support art pick up and drop off for events and gallery openings
• Support office set up and tear down for events and stakeholder visits
• Support staff and resource scheduling for events
• Schedule and support planning of annual staff retreat

Qualifications and experiences:

• Commitment to ArtWorks’ mission, vision, values, culture and Diversity, Equity, Inclusion, Accessibility & Belonging Plan
• Demonstrated track record of managing projects
• 2 years minimum experience as an executive assistant
• Nonprofit/arts experience a plus
• Bachelor’s degree a plus.
• Driver’s license and personal transportation

Skills and abilities:

• Strong time management and organizational skills with a strong attention to detail and deadlines
• A self-starter with ability to manage time and multiple projects well with minimal oversight
• Strong people skills and the ability to build relationships
• Excellent written and oral communications skills
• Proactively report to CEO on inquiries, project status, raise questions and clarify priorities
• Expertise in addressing diverse audiences, ensures cultural understanding with a calm, welcoming and clear approach
• Adhere to ethical behavior and business practices
• Manage sensitive and confidential information with integrity
• Anticipate challenges and troubleshoot and present solutions as issues arise
• Comfortable working with Board of Directors, donors, volunteers, and youth
• Available for special events, with occasional weekend/evening work as needed
• Able to work collaboratively with and in support of ArtWorks staff
• Embraces change and a fast-paced environment with competing deadlines and stakeholders
• Ability to manage time well, particularly while managing multiple priorities
• Proficiency with MS Word, Excel, PowerPoint, social platforms and information management systems

The Payoff:

• Be part of an amazing mission and make a mark in transforming the Greater Cincinnati region with public art, building community, and investing in young artists
• Help build a future home for ArtWorks with a site for permanent art studios, gallery, and event space to build a more vibrant community
• Be part of a dynamic team that embraces a growth mindset and has fun
• Be part of a collaborative, creative and flexible work culture that is people centered.
• Join a team that values diversity, equity, and inclusion in community-centered work that creates positive change. Read our full commitment here.

To Apply: Click here with cover letter, resume and references