The KID smART ​​Executive Assistant & Office Administrator upholds a highly productive work environment while ensuring staff receive needed support. Using developed clerical, interpersonal, and organizational skills, the Executive Assistant & Office Administrator helps KID smART run its internal operations efficiently. The ideal candidate for this position is a detailed, organized, and efficient problem-solver who can manage multiple tasks while maintaining a professional environment. 

Executive Assistant & Office Administrator responsibilities include, but are not limited to: 

• As Executive Assistant to Executive Director
• • Provide personal and administrative support to the Executive Director
  • Manage calendar and scheduling; draft documents and emails; communicate messages and information; maintain various records; and coordinate travel arrangements
  • Regularly and directly interact with clients, staff, and board, and establish and maintain internal and external relationships
  • Support meeting preparation, including board, committee and internal meetings; and produce meeting minutes
  • Prepare correspondence, documents, and mailings 
  • Exercise discretion and independent judgement in performing all tasks
• As Office Administrator for the organization
• • Serve as first point of contact with clients and visitors to KID smART Center ex. greeting guests, accepting deliveries
  • Perform administrative tasks including phone, visitor, and mail reception, maintaining office calendar, data entry, and ensuring office space is clean and orderly
  • Assist administrative departments with ad hoc projects, internal communication, scheduling, supplies, and other administrative and operational tasks as needed
  • Coordinate, set up, and break down special events and meetings (1-3 events per month run both during and after regular business hours)
  • Order, organize, monitor, office supplies, equipment, and print materials
  • Maintain administrative records and filing systems and brand archive
  • ​​Provide general IT support, maintain and update electronics, and interface with IT company when necessary
  • Coordinate services with non-programmatic vendors 
  • Coordinate travel and logistics as needed for staff and consultants

Ideal candidates are:

• Organized - manage time well, effectively prioritize tasks, keep detailed records, maintain a clean workspace
• Supportive - communicate clearly, be on time, and perform tasks with energy and empathy
• Resourceful - take initiative when problem-solving and think ahead to anticipate problems or needs
• Collaborative - work well with others, manage multiple projects with multiple colleagues, communicate and cooperate with purpose and positivity
• Technically proficient - strong experience with general office software and technology troubleshooting

Benefits include fully paid health, dental, and vision insurance, 17 paid holidays, matching 3% IRA, annual PD budget, and generous PTO.