Administrative Assistant, Director's Office - Detroit Institute of Art

JOB TITLE: Administrative Assistant


DEPARTMENT: Director’s Office


REPORTS TO: Manager, Director’s Office


CLASSIFICATION: Full-Time, Non-Exempt


REMOTE WORK ELIGIBILITY: Partial







GENERAL SUMMARY Under the supervision of the Manager, Director’s Office the Administrative Assistant provides a broad range of administrative support to the Director’s Office, Public Affairs, and other areas as assigned.



ESSENTIAL FUNCTIONS


+ Coordinate the daily calendars for assigned executives.


+ Schedule and coordinate meetings with external guests including parking, arrival logistics, and hospitality.


+ Process external requests for donations such as vouchers for the Detroit Film Theater or special ticketed exhibitions.


+ Reserve rooms for individual and group meetings.


+ Prepare materials for meetings including assembling packets, preparing presentations and agendas.


+ Coordinate internal and external meeting logistics, including hospitality, invitations, RSVPs, and other details.


+ Transport meeting materials to off-site locations.


+ Coordinate meeting follow-up including taking and distributing meeting minutes.


+ Prepare correspondence, mailings, and other documents.


+ Prepare talking points.


+ Manage documents and emails according to retention guidelines and standards.


+ Update and maintain contact database.


+ Answer incoming phone calls and escalate if necessary.


+ Apply DIA values to interactions to support a culture of belonging among internal and external stakeholders.


+ Perform other duties and special projects as assigned.


QUALIFICATIONS




EDUCATION AND EXPERIENCE


Associates degree in business and administration or related field required. Bachelor’s degree preferred. Three (3) years of broad administrative support experience required. Additional years of experience may be substituted for the degree requirement.





KNOWLEDGE, SKILLS, AND ABILITIES



+ General knowledge of art and art history preferred.


+ Experience monitoring and recording meetings.


+ Maintain punctual, regular, predictable attendance.


+ Demonstrated collaboration skills to work across departments and divisions internally and with diverse stakeholders externally.


+ Demonstrated ability to provide strong customer service.


+ Demonstrated skills to prioritize and complete multiple tasks to meet deadlines and goals.


+ Ability to provide information, ideas, and instructions clearly, effectively, and professionally through talking or writing.


+ Demonstrated ability to work with attention to detail and produce accurate results.


+ Must have solid office administration skills, including ability to maintain files and keep items in a logical and organized manner and operate most office equipment.


+ Must possess a demonstrated understanding of ethical business conduct and professional practices including maintenance and protection of confidential and sensitive information.


+ Ability to work occasional weekend and evening hours as needed.


+ Must be proficient in the latest version of Microsoft Office 365.


+ Must have proficiency in the use of remote work technology such as scheduling with, connecting to, and using digital collaboration platforms such as Microsoft Teams.


+ Must be able to establish and maintain professional, productive, and courteous interactions that promote positive teamwork. This encompasses going beyond giving and receiving instructions and includes but is not limited to (a) performing work activities requiring interacting or speaking with others; and (b) responding appropriately to constructive feedback or suggestions for improvement from a supervisor.









PHYSICAL DEMANDS


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Upon receiving notice, reasonable accommodations may be made, if possible, to enable individuals with disabilities to perform the essential functions.





While performing the duties of this job, the employee is regularly required to communicate and exchange accurate information using various methods including in-person, telephone and email. Must be able to travel independently throughout the tri-county area up to 3 times per month to deliver meeting materials.








This job description describes the general nature of the duties and requirements of this job. It is not intended to be an exhaustive list or to limit the supervisor’s ability to modify work assignments as appropriate.





THE DETROIT INSTITUTE OF ARTS IS AN EQUAL OPPORTUNITY EMPLOYER.