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Executive Administrative Assistant - Lloyd Library and Museum

Green Umbrella

Green Umbrella

Posted on Tuesday, July 4, 2023

Organization: Lloyd Library & Museum

About the position:

Job Title: Executive Administrative Assistant

Employment Classification: Part-time Non-exempt

Position Overview

The Lloyd Library & Museum is a prestigious 140+ year institution, embarking on an exciting new future and major renovation. This position, reporting to the Executive Director, is responsible for providing administrative support to the Lloyd Library & Museum’s Development Director and Executive Director. Candidates are expected to have strong communication skills and be capable of performing administrative and clerical tasks in a fast-paced academic setting. We are looking for a highly motivated and detail-oriented team player who will work independently and as part of a team, depending on the task.

Principle Duties and Responsibilities

• Provides administrative support, including generating reports and drafting and sending email and paper communications from the offices of the Executive Director and Development Director.

• Coordinates calendars of the Executive Director and Development Director, including working with contacts to schedule meetings, sending reminders and follow-ups.

• Provides a positive first impression as the initial point of communication for guests. Constantly promotes and models courteous service in a prompt and efficient manner. Includes screening and prioritizing incoming calls, determining what action is required for satisfactory disposition.

• Coordinates meeting and event logistics, including set-up, communicating technology needs to Technology Librarian, and working with caterers.

• Together with other team members, enters donor and visitor information into the Lloyd’s fundraising/engagement software platform, and under the direction of the Development Director tracks fundraising campaign activities.

• Prepares supplemental information for the Development Director and Executive Director for contacts, meetings, grants, and reports.

• Maintains good relations with Lloyd clientele, contacts, donors and employees demonstrating tact, courtesy, and cultural sensitivity.

• Enthusiastically embraces the Lloyd Library mission and vision for the future.

Performs other related duties as assigned or requested by the Executive Director. The Lloyd Library & Museum reserves the right to add or change duties at any time. 

Required Experience, Skills, and Competencies

• Minimum of five years of executive office administrative/management experience in an office setting.

• Work experience in academic, non-profit, cultural, or heritage organizations preferred.

• Excellent customer service, organizational, planning, interpersonal skills, and communication (written and verbal) skills.

• Strong attention to detail and the ability to work in a fast-paced environment.

• Ability to manage multiple priorities, projects, and tasks.

• Demonstrated ability to work independently and collaboratively and contribute positively to a collegial team environment.

• Anticipates challenges and makes suggestions for addressing them.

• Experience working with employees, partners, and clientele from diverse backgrounds and life experiences.

• Proficient in Microsoft Office, PowerPoint, Publisher, and Excel.

• Ability to manage sensitive situations professionally and maintain confidentiality.

• Willing to embrace new approaches and directions, ask questions and accept feedback.

• Proactive, creative, and flexible.

• Ability to learn and follow all Lloyd Library & Museum policies, protocols, and procedures.

Physical Demands

• Open cabinets, bend and remain in a standing position.

• Typing/Keyboarding.

• Able to lift and move up to 20 lbs.

Working Conditions

Professional work environment on-site at the Lloyd Library and Museum.

Equal Employment Opportunity Policy

The Lloyd Library & Museum is an Equal Opportunity Employer and embraces diverse skills, perspectives, and ideas. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under the law.

Compensation and Hours of Work: 

Starting Salary: $20 per hour

Excellent benefits package includes generous paid holiday, vacation, and sick leave.

Hours: 20 hours/week

Schedule may include evening and weekend hours.

To apply

For questions about the position, contact Patricia Van Skaik, Executive Director, at pvanskaik@lloydlibrary.org.

Submit resume to Patricia Van Skaik at pvanskaik@lloydlibrary.org.

Application deadline: 5 p.m., July 21, 2023

All applications will be acknowledged within two business days of receipt.

More information can be found here.