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Education Executive Assistant/Office Manager

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The John F. Kennedy Center for the Performing Arts


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Published 10 days ago

February 28, 2020

Who We Are:

The Kennedy Center is the nation’s cultural center and living memorial to President John F. Kennedy. Located on the banks of the Potomac River in Washington, D.C., the Center presents more than 2,000 performances each year across all genres, and is also home to artistic affiliates Washington National Opera and National Symphony Orchestra. Diversity is a critical component of our mission, vision, and values. Our staff exhibits a wide variety of perspectives and experiences which enable us to foster and strengthen an environment of diversity and inclusion. 

Mission Statement: As the nation's performing arts center, and a living memorial to President John F. Kennedy, we are a leader for the arts across America and around the world, reaching and connecting with artists, inspiring and educating communities. We welcome all to create, experience, learn about, and engage with the arts. 

 

Job Description:

The Executive Assistant/Office Manager handles a wide variety of administrative, office management, and executive support for the Senior Vice President of Education. The incumbent will work independently with minimal supervision. This person must be exceedingly well organized, flexible, and enjoy general administrative work. 

The incumbent will interact with all levels of staff, artists, arts leaders, business leaders, and patrons, at times under pressure, while remaining flexible, proactive, pleasant, resourceful, and efficient, with a high-level of professionalism. Confidentiality is crucial to this role. Excellent written and verbal communication skills, strong decision making ability, and attention to detail are equally important.

 

Duties and Responsibilities:

50%    Schedule/Appointments/Meetings/Travel: Maintain the Sr. Vice President of Education’s calendar; ascertain priority and length of requested meetings and schedule appropriately; allow decision time, work (prep) time, travel time to and from prior to the meetings, anticipate needs of the Sr. Vice President or meeting preparation. Arrange travel (flight, hotel, ground transport) for SVP; prepare itinerary, prepare briefing/travel packet and needed documents and supplies; complete expense report after trip; reconcile credit card invoices with receipts.

30%    General Office: Update Education staff org charts and phone list; coordinate office space assignments for staff and interns; coordinate office locations for new staff, including facility and technology needs; maintain decorum of main education offices especially public areas; coordinate training of new staff; coordinate office moves as applicable; order department supplies as needed; maintain office equipment; coordinate general office volunteers; provide hospitality to visitors and escort visitors to and from meetings with the SVP; manage Education Conference Room requests/schedule; manage record retention for the Education Division documents in coordination with KC record retention policies.

5%      Assigned Meetings: Prepare materials, attend meetings, transcribe and prepare notes for distribution to attendees (e.g. Education Committee of the KC Board of Trustees, Education staff meetings, Education Manager/Director meetings).

5%      Communication: Review correspondence and reports for SVP signature; arrange essential mail in priority action order for SVP; check deadlines on incoming requests and put preliminary work in play; process replies on own initiative or from SVP’s writings or notes; respond to general inquiries for information about the education division and establish and maintain good working relationships with staff in other divisions/departments throughout the Kennedy Center, specifically with Finance, Facilities, and IT.

5%      Phone: Handle inquiries within and respond or route as appropriate; obtain and make necessary arrangements for conference calls, including distributing materials needed for phone/conference calls.

5%      Maintain files on Education programs and activities related to the work of the Senior Vice President; analyze Education budget reports and update projections as applicable; create and process contracts and vendor purchase orders; maintain files on Education staff.

N/A    Respond to the needs and requests of Kennedy Center management and staff in a professional and expedient manner; Adhere to all employer policies and procedures.

N/A    Other duties as assigned.

 

Key Qualifications:

  • Bachelor’s Degree or equivalent knowledge and experience
  • 5+ years working in an office environment required
  • Strong knowledge of MS Office (Word, Excel, PowerPoint, and Outlook) required

 

Who You Are:

  • You have excellent interpersonal skills and a pleasant demeanor.
  • You have excellent written, verbal, proofreading, and organizational skills, as well as excellent calendar management skills.

 

Physical Demands:

While performing the duties of this job, the employee is regularly required to communicate in person and on the telephone. The employee is frequently required to use hands to finger, handle, or feel in order to operate computer keyboard, office equipment, and other essential tasks. The employee is frequently required to sit, stand, walk, bend, stoop, crouch, and reach with hands and arms. This position infrequently lifts, carries, or otherwise moves and positions objects weighing up to 25 pounds.

 

Work Environment:

The noise level in the work environment is low to medium.

Travel up to 5% may be required.

Who We Are:

The Kennedy Center is the nation’s cultural center and living memorial to President John F. Kennedy. Located on the banks of the Potomac River in Washington, D.C., the Center presents more than 2,000 performances each year across all…

Details at a glance

  • On-site Location
  • Full Time Schedule
  • Professional

Benefits

We offer a comprehensive range of benefits to all full-time employees including: Medical, Dental, Vision, Paid Time Off, Paid Sick Leave, and a matching 403(b) Retirement Plan.

Additional benefits include: Commuter Programs, Education Assistance Programs, Social Activities, and other employee discounts and specials. 

We offer a comprehensive range of benefits to all full-time employees including: Medical, Dental, Vision, Paid Time Off, Paid Sick Leave, and a matching 403(b) Retirement Plan…

Location

2700 F St. NW, Washington, DC 20566

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