The Administrative Assistant Job Description by dacourtjester

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									Job Opening: Administrative Assistant/Office Manager

The Leonardo is a new museum in the heart of downtown Salt Lake City. Its mission is to
fuse science, technology and art in experiences that inspire creativity and innovation. The
Leonardo will be housed in the renovated old Main Library on Library Square in Salt
Lake City, and is set to open permanently in less than two years. For more information
about the organization, please visit www.theleonardo.org.

Job Description

The role of the Administrative Assistant at The Leonardo is to provide all necessary
administrative and clerical support needed for the smooth and effective functioning of the
entire professional staff. Special emphasis is put on the administrative support needs of
the Executive Director and Associate Executive Director. This full-time position requires
a professional appearance and demeanor, attention to detail, ability to handle numerous
tasks at one time, the capacity to anticipate support needs of the staff, an eye for order
and cleanliness, and a sense for office priorities.

Key Administrative Duties Include:

Reception Function: Answering phones, taking messages, receiving visitors. Must fully
understand the phone system and be/become proficient in channeling all incoming calls
to the appropriate staff member(s).
Calendar: Maintain key calendars – particularly for the Directors. Reserve rooms and
fulfill equipment needs for all meetings. Make travel arrangements for staff as requested.
Office Appearance: This position has primary responsibility for the general cleanliness,
appearance and order of the administrative offices.
Filing Functions: Knowledge of files and filing system, both physical and on server. The
Administrative Assistant must establish macro filing systems, both physical and on the
server, which are organized as to the foundation’s needs and are constantly maintained.
Supplies: Inventory, purchase, and organize printed materials, office supplies, and
equipment. Manage office supply and equipment budgets.
Mail: Manage shipping and receiving, including all mail functions for The Leonardo.
Accounting Support: Process bank deposits, and facilitate check signing, check requests
and distribution for The Leonardo as requested by Accounting; manage the Petty Cash
fund.
Events: Support other staff, particularly the development team, with events.
Management and Board Support: Develop meeting notices, agendas, and other
meeting support documents to ensure the Executive Director has necessary materials for
meetings. Prepare, distribute, and keep record of The Leonardo Board meeting minutes,


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gather or generate other board meeting documents; retain a list board members and
critical information including terms, titles, contact information, etc.

Qualifications:
The ideal candidate will have a minimum of 3-5 years experience in similar positions.

Excellent verbal and written communication skills, the ability to work in a team
environment, and be highly organized in a changing environment are required.

If interested, please submit a cover letter and resume to Kersten Swinyard at
kswinyard@theleonardo.org. For more information, please visit www.theleonardo.org, or
call 801.531.9800. The position is open immediately, and salary is dependent on
experience.




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