American Jazz Museum is hiring: AJM Executive Assistant in Kansas City

Executive Assistant

Position: AJM Executive Assistant

Department: Administration

Reports to: Interim Executive Director

Category: 18-Month Contract

Salary: $42,000-$47,000

Job Purpose: The Executive Assistant will provide high-level administrative support to the Executive Director and other senior staff. The Executive Assistant will support and assist the Executive Director and work towards ensuring a smooth and efficient working environment with a focus on daily performance for the AJM and all related venues.

Daily Duties and Responsibilities

• Provides high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Arranges travel and accommodation for the Executive Director.
• Schedules and attends meetings on behalf of the Executive Director, taking notes and recording minutes.
• Receives incoming communication or memos on behalf of the Executive Director, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Update relevant logs and order forms (through Teams/Sharepoint)
• Database support, by consolidating all associates contacts to ensure the AJM audience is widespread and wide reached, data entry, calendar maintenance etc. as needed.
• Resolve administrative problems; gatekeeper to direct or refer to the right Leader.
• Maintain office supplies inventory by checking stock to determine inventory level regularly; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Answer and direct phone calls, providing excellent customer service across all AJM venues
• Performs additional duties as assigned by Executive Director which includes, basic accounting, human resources administrative, and development.

Performance Factors and Necessary Skills

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Ability to work independently to meet deadlines.
• Strong problem-solving and decision-making skills.

Adaptability & Change Management

Adapts to changing business needs, conditions, and work responsibilities and works with a variety of situations, individuals, groups, and varying customers needs.

Communication & Cooperation

Adapts to changing business needs, conditions, and work responsibilities and works with a variety of situations, individuals, groups, and varying customers needs.

Judgement & Decision Making

Makes timely, informed decisions that take into account the facts, goals, constraints, and risks.

Goal & Objective Setting

Ensures joint ownership of goal setting, commitments, and accomplishments. Defining tasks and milestones to achieve objectives, while ensuring the optimal use of resources to achieve those objectives.

Diversity Orientation

Values all people for their unique talents and takes an active role in promoting practices that support diversity, inclusion, and global work, as well as cultural competence.

Qualifications and Requirements

• High school diploma required; Bachelor’s degree in Business Administration or related field preferred.
• At least three years of related experience required.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
• 1 year working with or in Human Resources Preferred.
• Experience with QuickBooks, Blackbaud Altru, Shopify, and Bill.com is a plus.
• Experience with Paycor & other HRIS systems a plus.

Working Conditions

Prolonged periods sitting at a desk and working on a computer. Must be able to navigate various departments of the organization’s physical premises. May on occasion by exposed to loud sounds and distracting noise levels, office equipment, and shared workspaces.

This job description is not intended to be an exhaustive list of all duties, responsibilities, skills, efforts or working conditions or qualifications associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise or to require that other or different tasks be performed when circumstances change, for example, emergencies, changes in personnel, workload, or technological breakdowns in departments.

Equal Opportunity Statement

American Jazz Museum is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic. The organization encourages applicants from diverse backgrounds to apply.