Careers At KID smART

The KID smART ​​Executive Assistant & Office Administrator upholds a highly productive work environment while ensuring staff receive needed support. Using developed clerical, interpersonal, and organizational skills, the Executive Assistant & Office Administrator helps KID smART run its internal operations efficiently. The ideal candidate for this position is a detailed, organized, and efficient problem-solver who can manage multiple tasks while maintaining a professional environment.

RESPONSIBILITIES OF JOB POSITION
Executive Assistant & Office Administrator responsibilities include, but are not limited to: 

• As Executive Assistant to Executive Director:

  Provide personal and administrative support to the Executive Director

  Manage calendar and scheduling; draft documents and emails; communicate messages and information; maintain various records; and coordinate travel arrangements

  Regularly and directly interact with clients, staff, and board, and establish and maintain internal and external relationships

  Support meeting preparation, including board, committee and internal meetings; and produce meeting minutes

  Prepare correspondence, documents, and mailings

  Exercise discretion and independent judgement in performing all tasks

• As Office Administrator for the organization:

  Serve as first point of contact with clients and visitors to KID smART Center ex. greeting guests, accepting deliveries

  Perform administrative tasks including phone, visitor, and mail reception, maintaining office calendar, data entry, and ensuring office space is clean and orderly

  Assist administrative departments with ad hoc projects, internal communication, scheduling, supplies, and other administrative and operational tasks as needed

  Coordinate, set up, and break down special events and meetings (1-3 events per month run both during and after regular business hours)

  Order, organize, monitor, office supplies, equipment, and print materials

  Maintain administrative records and filing systems and brand archive

  Provide general IT support, maintain and update electronics, and interface with IT company when necessary

  Coordinate services with non-programmatic vendors

  Coordinate travel and logistics as needed for staff and consultants

The successful candidate will have the following experience:

• Knowledge and experience of operations protocols for running a mid-sized office and supporting a team, including office management, technology, and administrative systems

• Strong training and understanding of Executive Assistant support 

• Strong understanding of customer service principles and practices

• Proficiency in managing administrative functions, including calendar and file management, scribing meeting minutes/summaries, record keeping, event scheduling, and inventory management

• Mastery of project management software (KID smART uses Asana), Google and Microsoft Office products, as well as a high comfort level managing and learning new technology

• Ability to maintain professional relationships with team, community, and vendors

• Excellent verbal and written communication skills and comfort communicating across a diverse range of audiences;

• Demonstrated ability to follow systems to see work through to completion

COMPENSATION AND BENEFITS
$55,000 annually. Benefits include fully paid health, dental, and vision insurance, 17 paid holidays, matching 3% IRA, annual PD budget, and generous PTO.

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