Executive Assistant

$37,440 - $41,600/Yr

Craft Lake City - Salt Lake City, UT

Full-time - Entry Level

Salt Lake City, UT

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

Craft Lake City is seeking a dedicated Executive Assistant to support the Executive Director in enhancing Utah's creative community. This role is ideal for a self-motivated individual who excels in managing details and is passionate about the nonprofit sector. The Executive Assistant will be responsible for preparing financial documents, creating spreadsheets, reports, letters, invoices, and other supportive documents. This position is a full-time, year-round contract role, requiring a commitment of 40 hours per week, with increased hours during the busy months leading up to the Annual Craft Lake City DIY Festival and the Annual Holiday Market. The successful candidate will join a committed team focused on achieving Craft Lake City's mission and will report directly to the Executive Director. The Executive Assistant will play a crucial role in ensuring the smooth operation of the Executive Director's office. This includes managing the calendar, coordinating meetings, and acting as a liaison between the Executive Director and other staff members. The role also involves basic bookkeeping, sponsorship outreach, proposal creation, and managing communications. The Executive Assistant will need to prioritize tasks effectively, manage sensitive information with confidentiality, and continuously seek ways to enhance the efficiency of the Executive Director's schedule. This position requires a proactive approach to problem-solving and the ability to adapt to the dynamic environment of a nonprofit organization.

Responsibilities

• Assist Executive Director
• Basic bookkeeping
• Perform a variety of administrative support tasks such as screening phone calls & emails, sending thank-you cards, filing/organizing documents, taking notes, assisting with payroll, etc.
• Sponsorship outreach on behalf of the Executive Director
• Proposal creation
• Email and Communication Filtering: Regularly check and prioritize incoming communications to ensure the ED addresses only the most critical items
• Calendar Management: Maintain a clear and organized calendar, balancing work and personal commitments
• Meeting Coordination: Schedule and organize meetings, ensuring they are necessary and productive
• Team Communication: Act as a liaison between the ED and other staff members or departments
• Networking Coordination: Manage contacts and networking opportunities, aligning them with business priorities
• Google Drive management: Ensure ED's Google Drive stays organized and free of clutter
• Task Prioritization: Regularly assess tasks and priorities to align with the ED's strategic goals
• Run errands for the organization as needed
• Organization data research
• Project Tracking: Stay informed about key business projects and deadlines to advise and update the ED as needed
• Time Management: Continuously look for ways to make the ED's schedule more efficient
• Problem-Solving: Anticipate and address potential issues before they reach the ED, ensuring smooth operations
• Confidentiality Management: Safeguard sensitive information, ensuring privacy and security
• Manage organization's inventory
• Prepare documents for review and presentation by boards of directors, committees, and Executive Director
• Attend Craft Lake City quarterly board meetings as needed

Requirements

• Exceptional organizational skills and self-discipline
• Ability to access email 2-3 times a day and respond in a timely manner
• Proficient with Google Drive, Docs, Sheets, etc.
• Ability to adapt and be flexible to the various tasks and situations of a not-for-profit world
• Ability to bring your thoughts and ideas to the table in a constructive manner
• Solid writing and communication skills
• Ability to perform under stress
• Must be able to work in-office 40 hrs per week, with flexibility to complete tasks outside of typical office hours, when needed
• Must have own laptop and cell phone
• Must have reliable transportation and a willingness to use for work-related tasks

Nice-to-haves

• Experience invoicing
• Personal assistant experience of 1 year
• Experience with Google Suite of 1 year

Benefits

• Flexible schedule