Barnes Foundation · 19 hours ago
Executive Coordinator: The Pew Center for Arts & Heritage
Philadelphia, PA
Contract
Onsite
Mid Level
$68K/yr - $75K/yr
3+ years expBarnes Foundation is seeking an Executive Coordinator to facilitate the work of The Pew Center for Arts and Heritage. The role involves providing critical administrative and logistical support, managing calendars, and organizing events for the executive office.
Education
Responsibilities
Manage the Executive Director’s calendar to assure it is up-to-date and considerately arranged
Monitor the Center’s main calendar to stay apprised of activity and look for conflicts with the ED’s schedule
Maintain an efficient calendar of grant-making panels and other high-level Center events, communicating these schedules to colleagues at The Pew Charitable Trusts, as requested
Keep hardcopy and electronic files current for the Executive Director; maintain an organization system for paperwork and publications within the ED office
As requested by the ED or CAO, prepare, process, and monitor invoices, check requests, expense reports, and reimbursements in a timely manner
Correspond with vendors and agencies for account information
Reconcile the Executive Director’s credit card expenses monthly
Assure arrangements are in place for special events and VIP meetings, including but not limited to, securing meeting rooms, catering, scheduling, and travel accommodations
Make domestic and international travel arrangements including air, hotel, ground transportation and itineraries for the Executive Director, Center staff and collaborators
Receive, sort, follow-up and/or distribute all incoming mail for Executive Director; prepare outgoing mail and packages
Carry out administrative procedures while remaining flexible and resilient
Serve as in-house consultant to Center staff and the Barnes on options for hospitality, food selection, venues, transportation options, etc. for the Center’s internal, external, public and VIP events happening in-person, online and in a hybrid online/in-person format
Take a lead role on special projects utilizing specific knowledge, expertise, and talent, to support the Center and its programs
Assist the CAO with the Center’s archive and record retention policy, which includes coordinating offsite storage and maintenance of paper files and their structure
Oversee the organization of the Center’s file storage rooms and archive of grantee publications
Oversee the organization and use of the Center’s library
Other duties as assigned
Qualification
Required
An Associate's or Bachelor's degree or its equivalent and 3 years of full-time experience in administrative work
Advanced proficiency with the use of Microsoft Word, Excel, Outlook and Teams
Systematic thinker with superior organizational skills and proven success in creating and maintaining efficient administrative processes
Effective interpersonal skills to successfully interact with the Center's constituency, coworkers, and external consultants
Skill in analyzing information and situations to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications
Effectiveness working independently and as a team member
Ability to prioritize multiple projects in a busy environment accurately, efficiently, and with a high level of attention to detail, balancing and satisfying competing deadlines and personalities, maintaining professionalism under pressure and in sensitive and difficult situations
Respect for the needs and issues of non-profit organizations and artists is required, while clearly understanding the appropriate boundaries between Center staff and its constituents
You'll need the ability to exercise a high level of discretion and confidentiality in interactions with both internal and external people concerning all work-related information, and with understanding of the Center's unique relationship to The Pew Charitable Trusts
Judgement to know when to ask questions, when to take initiative
Preferred
Familiarity and experience with arts and culture, hospitality industry and travel are preferred
Company
Barnes Foundation
The Barnes Foundation was established by Albert C.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
S
Steven Brady
Chief Technology Officer
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