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Olana Executive Assistant to the President, Office Manager

  • February 04, 2019 2:23 PM
    Message # 7146104

    The Olana Partnership

    Executive Assistant to the President & Office Manager

    Department:    Administration

    Reports to:      President

    FLSA Status:  Non-Exempt

    Position Description

    The Executive Assistant to the President & Office Manager (EA/OM) serves as the liaison with the Board of Trustees on administrative matters, supports and assists the President and Senior Vice President in all routine tasks, and organizes Board trips in coordination with the President and Senior Vice President. The EA/OM also has principal administrative and maintenance responsibilities for TOP’s office in Cosy Cottage, including ordering of supplies, supervision of routine cleaning and maintenance, and serving as TOP’s principal receptionist.  The EA/OM reports to the President.

    Executive Assistant Responsibilities

    • Supports the President and Senior Vice President with all routine office tasks, including: phone calls, teleconferences (phone and Skype etc.), filing, mailing, copying/scanning, etc.;
    • Supports the President and Senior Vice President with all meeting tasks, including: scheduling, notifications, RSVPs, preparation of materials, venue scheduling, a/v set up; refreshments and meals;
    • Schedule monthly All Staff meetings;
    • Schedule and support yearly board, executive committee, and quarterly standing committee meetings;
    • Schedule and support National Advisory Committee (NAC) Annual Meeting and any other meetings or events;
    • Take and prepare minutes for quarterly Board meetings and NAC Annual Meeting in coordination with Board’s Recording Secretary;
    • Maintain TOP corporate documents – bylaws, conflict of interest policy, charter, Board meeting minutes, etc.;
    • Maintain TOP Board Book and distribute updates as necessary;
    • Prepare monthly reimbursement reports/requests for President and Senior Vice President;
    • Support President and Vice President with travel plans as needed;
    • Coordinate and organize special trips for the Board and other VIP supporters of Olana, including: travel, catering, and touring arrangements, venue and vendor contracts, collecting deposits and trip fees;
    • Support new employee searches – posting job ads, scheduling and coordinating interviews;
    • Update and distribute the following (usually after the January annual meeting and individual changes throughout year):
      • Board contact list
      • Annotated board list
      • Annotated staff list
      • Board committee descriptions
      • Board committee list
      • Board meeting dates
      • NAC list and addresses
    • Assist at TOP events as requested by the President or Senior Vice President.

    Office Manager Responsibilities

    • Serves as TOP’s principal daily receptionist for incoming calls to Cosy Cottage administrative and development offices;
    • Maintain TOP staff calendar on Outlook, including posting staff time-away (vacation, sick etc.);
    • Pick up and distribute mail on a daily basis from Hudson Post Office and Main House;
    • Order office and postal supplies for general use (not special projects);
    • Principal responsibility for Pitney-Bowes mailing system upkeep, ordering, reporting;
    • Serves as principal liaison with IT consultant for technical support and hardware/software ordering;
    • Responsible for utilities contracts, changes and billing for all TOP facilities;
    • Order kitchen supplies and cleaning supplies;
    • Supervise weekly house cleaning services and maintain general office and staff kitchen cleanliness on a daily basis;
    • Organize and lead bi-annual office cleaning/organization, including basement archives and storage areas.

    All inquiries and applications should be sent to Pamela Salisbury at psalisbury@olana.org.

    Last modified: February 04, 2019 3:22 PM | Anonymous member (Administrator)

The Museum Association of New York strengthens the capacity of New York State’s cultural community by supporting professional standards and organizational development. We provide advocacy, training, and networking opportunities so that museums and museum professionals may better serve their missions and communities.

Museum Association of New York is a 501 (c) 3 nonprofit organization. 

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