Description

Job Title: Executive Assistant

The Executive Assistant will work closely with the GEEX team and various program facilitators in a horizontal leadership model to manage operations, support community engagement, and ensure the smooth execution of our initiatives.

Key Responsibilities

Administration

• Manage organizational calendars across all programs, ensuring alignment and timely updates.
• Coordinate meeting logistics, including invitations, registrations, and follow-ups.
• Create and manage supporting materials such as slide decks and documentation for meetings and events.

Community/Program Coordination

• Serve as the primary point of contact for institutional subscribers, organizational partners, and sponsors.
• Facilitate communications with co-facilitators for programs such as the BIPOC Community Table, Flame Affinity Group, Writing Center, and Educators Group.
• Provide website support by vetting and posting entries to the Resource Exchange and managing the Writing Center Calendly interface.

Financial Tracking

• Manage invoicing, donations, subscription payments, and sponsorship/partner.
• Maintain accurate financial records and generate reports to support organizational planning.
• Work collaboratively with the leadership team to monitor budgets and financial goals.

Marketing

• Planning, copywriting, assembly and distribution of monthly newsletter via MailChimp.
• Develop and manage a social media content calendar to promote GEEX programs and initiatives.
• Create compelling and consistent social media copy tailored to various platforms and audiences.
• Conduct marketing research to identify new outreach opportunities and improve engagement.

Qualifications:

Education and Experience

• Bachelor’s degree in Art, Arts Administration, Business, Communications, or a related field (or equivalent professional experience).
• 3+ years of experience in operations management, program coordination, or a similar role.
• Familiarity with the glass arts community or arts organizations is a plus.

Skills and Competencies

• Organizational Skills: Ability to manage multiple programs, calendars, and deadlines with precision.
• Communication Skills: Excellent written and verbal communication, with experience engaging diverse audiences.
• Financial Acumen: Proficiency in invoicing, financial tracking, and basic budgeting.
• Technical Skills: Proficiency with office productivity tools (e.g., Google Workspace, Slack, AirTable, Microsoft Office, Miro), social media platforms (e.g. Buffer), and website content management systems (e.g., WordPress).
• Marketing Knowledge: Experience with social media management, content creation, and marketing research.
• Problem-Solving: Strong analytical skills and the ability to adapt to evolving priorities.
• Collaboration: Demonstrated ability to work effectively in a team-oriented environment, including with remote teams.
• Remote Work Experience: Ability to work independently in a remote environment with biweekly team check-ins and asynchronous communications.

Personal Attributes

• Cultural competence in speaking to and supporting cultural equity in a predominantly white professional and academic arts discipline.
• Creative thinker with a proactive approach to problem-solving.
• High level of professionalism and accountability.

Physical Demands

• computer work

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