Middlesex County

Executive Assistant (Arts Institute)

Job Locations US-NJ-New Brunswick
Posted Date 1 month ago(2/23/2023 11:29 AM)
Job ID
# of Openings


Overview:  The Arts Institue of Middlesex County is currently seeking an Executive Assistant to support our Arts Institute’s Director. (AI Director)  The Executive Assistant is reponsible for the organization and coordination of office operations, procedures and resources to facilitate effectiveness and efficiency for the Arts Institute.  As the Executive Assistant, this individual will perform a wide range of administrative support activities and assist the AI Director in facilitating operational activities for organizational efficiency.


Position Responsibilities: 

  1. Draft and edit correspondence, communications, presentations, and other documents on behalf of the Executive Office.
  2. Secure appropriate signatures and track documents through the approval process on behalf of the Executive Office.
  3. Serve as a liaison with the internal staff at all levels.
  4. Serve as a liaison for external resources (i.e., Finance, Administration, Procurement).
  5. Serve as the first point of contact to answer, screen, and transfer incoming calls as well as office visitors and others.
  6. As assigned for timely processing of documentation including but not limited to expense reports, budgets, purchase orders, resolutions, etc.
  7. Coordinate all staff activities as assigned by Arts Institute Director such as brown bag luncheons, external/internal activities, and special events.
  8. Manage and maintain AI Director’s calendar including scheduling appointments, internal/external meetings and conference calls.
  9. Coordinate travel itineraries for AI Director as assigned.
  10. Prepare agendas for meetings, briefing materials and presentations as needed.
  11. Responsible for all vendor management for the AI Director which includes ordering equipment and supplies, managing and monitoring service levels, invoice reconciliation and addressing unsatisfactory vendor services with appropriate County personnel.
  12. Provide assistance and support to staff on various projects such as new employee onboarding, calendar planning and staff communication when assigned.
  13. Coordinate logistics and prepare meeting materials for Division Heads as assigned.
  14. Prioritize emails and all incoming correspondence for AI Director
  15. Maintain Office files an records as well as update on contacts in the Arts Institute central repository.
  16. Provide event planning assistance as assigned by BIEO Director or as needed with and for other Senior Team Members.


Essential Skills and Background:

  • Bachelor's degree required.
  • 3-5 years of office administration experience.


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