Newfields a Place for Nature & The Arts · 1 month ago
Executive Assistant to the Melvin & Bren Simon Director of the IMA
Indianapolis, IN
Full-time
Onsite
Mid Level
$55K/yr - $65K/yrNewfields a Place for Nature & The Arts is seeking an Executive Assistant to support the IMA Director. The role involves managing administrative tasks, coordinating schedules, and facilitating communication to ensure effective operations within the organization.
E-CommerceMuseums and Historical Sites
Responsibilities
Serves as key partner and source of support for the IMA Director
Supports all administrative aspects of the IMA Director’s daily work routine
Work collaboratively with the assistants of other leaders across the organization
Plans, coordinates, and ensures schedules are followed and respected
Provides a "gatekeeper" and "gateway" role, creating win-win situations for direct access to their time and office, while managing extremely active calendars of appointments
Communicates directly, and on behalf of the IMA Director, with all internal and external individuals, including: the public, employees, donors, boards, visitors, callers, etc
Composes, drafts, and/or transcribes a range of written materials: emails, letters, agendas, comments, and other presentation materials
Composes and prepares correspondence that is sometimes confidential
Schedules, manages, and maintains the complex calendars, including approving and prioritizing all meetings, resolving scheduling conflicts, proactively scheduling important meetings with internal and external individuals, confirming meetings with all participants, and RSVPs in response to all incoming invitations
Process documents for signature/approval
Place phone calls; Handle all incoming/outgoing mail
Makes all travel arrangements for the IMA Director
Arranges complex and detailed travel plans, itineraries, and agendas
Complete expense reports and handles all reimbursements, purchase orders, and check requests on behalf of the IMA Director
Creates and submits annual departmental budget for approval and monitors it monthly
Gather data and prepare a variety of reports for the IMA Director
Fully coordinates meetings, including IMA staff and certain Newfields Board-level meetings, assisting in the preparation of materials for presentations, handouts, and correspondences
Records, transcribes, and circulates minutes of board, board-related committee meetings, and other meetings as appropriate
Provides a bridge for smooth communication with internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff
Works closely and effectively with the IMA Director to keep them well informed of upcoming commitments and responsibilities, and following up appropriately
Acts as a "barometer," having a sense of the issues taking place in the environment and keeping them updated
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
Maintains files, other records, and documents
Works on special projects on behalf of the IMA Director
Coordinating with cross-disciplinary team members to make sure that all parties are on track with project requirements, deadlines, and schedules
Meeting with project team members to identify and resolve issues
Submitting project deliverables and ensuring that they adhere to quality standards
Preparing status reports by gathering, analyzing, and summarizing relevant information
Establishing effective project communication plans and ensuring their execution
Facilitating change requests to ensure that all parties are informed of the impacts on schedule and budget
Coordinating the development of user manuals, training materials, and other documents as needed to enable successful implementation and turnover of the process or system to the end users
Identifying and developing new opportunities with partners
Obtaining partner acceptance of project deliverables
Managing client satisfaction within the project transition period
Conducting post-project evaluation and identifying successful and unsuccessful project elements
Qualification
Required
Strong work tenure with experience supporting executives, preferably in a non-profit organization, or equivalent
Experience and interest in internal and external communications and partnership development
Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms
Must be able to maintain absolute confidentiality, be adaptable to various competing demands, and demonstrate the highest level of guest/member service and response
Must be polished and maintain a professional demeanor
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors
Expert level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Highly resourceful team-player, with the ability to be extremely effective independently
Forward looking thinker, who actively seeks opportunities and proposes solutions
Ability to multitask and prioritize
Company
Newfields a Place for Nature & The Arts
Newfields offers dynamic experiences with art and nature for guests of all ages.
Founded in 1883
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Hailey Rains, MA
Executive Assistant to the CFO
Marita Steltenpohl
Executive Assistant to the President and CEO of Newfields and Board Liaison
Recent News
2025-09-17
Indianapolis Start
2022-05-24
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