Executive Assistant / Receptionist

Organization

McEvoy Foundation for the Arts (MFA) presents exhibitions and public programs that engage, expand and challenge themes in the McEvoy Family Collection.

Position                                                                                                        

MFA’s executive assistant/receptionist is a central player in a small, dynamic staff team. The ideal candidate is independent, mature, and comfortable working in a highly collaborative, fast-paced arts production environment. The executive assistant/receptionist is the primary forward-facing position at MFA and works closely with visitors, supporters, senior staff, board, and key partners. This position reports to the executive director.

Responsibilities                                                                    

Executive Support

  • Schedule and coordinate meetings of the board of directors. Prepare agendas and supporting materials, write reports and minutes, and maintain board records and files.
  • Provide basic support for executive director and president. Schedule meetings and conference calls, and write correspondence.
  • Author, distribute, track, and file acknowledgement correspondence for in-kind donor, board members, and other contributing partners.

Reception

  • Recruit, schedule, and hire gallery support staff as well as security when needed.
  • Write and distribute solicitations and respond to requests for gallery tours. Organize tour schedule.
  • Support ticket and merchandise sales. Reconcile cash and credit card sales.
  • Provide periodic attendance and tour participation reports.

General Administration

  • Responsible for constituent database. Conduct contact research, enter and maintain information, and facilitate distribution of invitations and collect RSVPs.
  • Conduct a variety of administrative tasks including organizing visiting artist/curator travel; arranging meals and catering; maintaining office calendar; answering the phone; responding to email and other general inquiries; shipping and receiving mail; managing departmental expenses and files; organizing the office library; and ordering supplies.
  • Provide basic research, copy-editing, and written support for departments as needed.
  • Occasional light lifting of packages and furniture may be required.

Qualifications

  • B.A., B.S., or equivalent with at least two years of administrative experience in an office setting.
  • Strong customer service and interpersonal skills and sensitivity to a range of social, economic, and cultural perspectives, histories, and experiences. Multilingual skills a plus.
  • Proven organizational and time management as well as strong written and verbal communication skills.
  • Personable, well-spoken, and passionate about the institution and its values.
  • Knowledge of contemporary art.
  • Competency in Microsoft applications including Word, Excel, PowerPoint, and at least one contact database system (FileMaker, The Raiser’s Edge, etc.).

Schedule

Tuesday–Saturday, 9:30 am to 6 pm with occasional evening hours.

Salary

Commensurate with experience and qualifications. Excellent employee benefits include insurance for medical, dental, and vision services and employee retirement plan. Generous vacation and holiday leave.

Application

Please submit your resume and cover letter to opportunities@mcevoyarts.orgPlease include “Executive Assistant/Receptionist” in the subject header. We are accepting applications through ­­­­­­­­­­­ February 28, 2020. Position open until filled. No phone calls, please.

Criminal Background Check

Due to the sensitivity and requirements of our positions, you should expect to undergo and be cleared of an employment background/criminal check, if extended an offer for employment. You may also be asked to provide proof of educational degree(s), licenses or credentials pertinent to the position.

Equal Employment Opportunity

MFA is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive reconsideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Download a PDF of the job description.