Job Posting: Office Manager / Executive Assistant

Indiana Humanities is a dynamic statewide nonprofit dedicated to promoting the public humanities. We are a grant-maker, neutral convener, facilitator, program partner and much more. We are seeking a ‘utility player” to join our team – someone who is collaborative, passionate, Indiana-loving, thoughtful, detail-oriented, and an enthusiastic team member.

Job Title: Office Manager / Executive Assistant
Full-/Part-Time: Full-time
Regular/Temporary: Regular
Salary:  Competitive and commensurate with experience. Health, dental & vision insurance (company pays part of employee coverage), life insurance, long-term disability insurance and 403b match of 10% after the first year of employment.
Immediate Supervisor:  President and CEO
Purpose:  To manage general operations across the office and to assist the Indiana Humanities team in the areas of administration, operations and organization.
Application Deadline: Please submit cover letter and resume by Feb. 1, 2016 to Keira Amstutz: kamstutz@indianahumanities.org.

Duties, Functions and Responsibilities:

• Support IH operations by maintaining office systems including:
  • Manage visitors to the building, including conference room scheduling.
  • Manage outside vendors, including cleaning company, alarm company and other building maintenance services.
  • Manage organization IT needs, including managing IT service providers, troubleshooting problems as needed and managing computer inventory.
  • Manage organization communication and equipment needs, including printer service, postage and conference room equipment.
  • Manage master office database and serve as primary office contact with vendor.
  • Proactively monitor office supply usage, order new supplies as needed and keep supplies stocked, neat and easily accessible.
  • Communicate with vendors and neighbors about IH special events.
  • Manage staff meeting agendas and take notes.
  • Manage office hospitality so that visitors are greeted, deliveries are accepted and pickup of program supplies are facilitated.
  • Manage relationships with and regularly communicate with office tenants.
  • Assist with in-person or phone inquiries about IH activities.
  • Maintain presentable front office, conference room and break room space.

• Serve as executive assistant to IH Team.
  • Assist team members in managing calendars, scheduling appointments and task list prioritization and completion as needed.
  • Assist with e-mail correspondence, phone calls and written correspondence.
  • Assist in preparation for meetings and presentations, including preparing PowerPoint presentations and gathering any necessary promotional materials.
  • Organize conference travel plans.
  • Record meeting notes into shared drive.
  • Assist with tracking PR, attendance metrics, in-kind receipts and coordinating speaking engagements.
  • Assist with mailings to constituents.
  • Support management of Novel Conversations lending library including managing book reservations and distribution.

• Support IH Board engagement
  • With support of the President, prepare Board and Executive Committee meeting agendas, accumulating all necessary information to send to members and deliver in a timely fashion.
  • Maintain the Board document library, including contact lists and committee notes.
  • Understand board expectations and, in association with other staff, communicate opportunities to engage.

Knowledge, Skills and Abilities:

• Excellent verbal and written communications skills.
• Excellent interpersonal skills, including ability to work with a diverse group of people.
• Experience with databases and cloud technologies.
• Ability to maintain confidential information with discretion.
• Analytical, problem-solving and decision-making skills.
• Highly organized and detail-oriented. Able to work independently with little oversight.
• Attention to detail and high level of accuracy.
• Ability to successfully manage multiple projects with varying deadlines at once.
• Comfortable with IT, PC and AV equipment trouble-shooting.
• Proficient in Microsoft Office (Access, Word, Excel and PowerPoint) and PC use.
• Ability to lift up to 50 pounds and traverse flights of stairs.

Characteristics of a Strong Candidate:

• Excited about working at a dynamic nonprofit organization with other smart, motivated people where your hard work has a real impact on the success of the organization – and is both noticed and rewarded.

• A real people person. You are comfortable greeting visitors, embracing our community partners and helping your fellow employees take care of meeting program demands.
• Detail-oriented. You can’t live without making lists and taking notes about all the things you need to accomplish each day.
• A team player who will pitch in and help do what it takes to get a job done.
• Passionate about the humanities and the state of Indiana.
• Motivated to learn new skills and expand the scope of your responsibilities.
• Love and appreciate caring for an historic home.
• Proactive, high-energy and reliable.

Education and/or equivalent experience:

Bachelor’s degree or related education.

Indiana Humanities is an affirmative action, equal opportunity employer. IH is committed to the principle of diversity and is particularly interested in receiving applications from a broad spectrum of people, including minorities, protected veterans, and individuals with disabilities.