McEvoy Foundation for the Arts: Executive Assistant/Receptionist
McEvoy Foundation for the Arts (MFA) presents exhibitions and public programs that engage, expand and challenge themes in the McEvoy Family Collection.
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.
– 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.
– 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.
– 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.
– BA/BS 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.).