Job Title: Executive Assistant
Reports To: Executive Director
Position Type: Full-Time
Location: Westport, CT
About Us:
At the heart of the picturesque town of Westport lies the Westport Library, a vibrant hub of coastal beauty, cultural richness, and intellectual exploration. Renowned as one of the few Five Star Libraries in America, we pride ourselves on fostering a collaborative, creative, and entrepreneurial environment. Central to our success is the pivotal role of the Executive Administrative Assistant, who serves as the backbone of our operations, supporting the Executive Director and Board of Trustees in advancing the library's mission and strategic objectives. With a commitment to exceptional patron service, individual initiative, and adaptability, our assistant plays a vital role in ensuring the seamless execution of our initiatives, events, and programs.
Overview:
A successful candidate for the role of Executive Administrative Assistant will be a self-starting, motivated, and efficient individual, capable of thriving in a fast-paced, deadline-oriented environment. Beyond providing exceptional administrative support to the Board of Trustees, Executive Director and his Direct Reports, the Assistant will play a crucial role in helping to advance the Westport Library's initiatives and executing the Strategic Plan. This entails actively contributing to the planning, coordination, and implementation of key projects and programs that align with our organizational goals. For example, the assistant may be involved in streamlining communication channels between departments, facilitating the organization of fundraising events, and ensuring the timely collection and analysis of data for internal and external reporting purposes. By effectively managing various tasks and projects, the assistant will enable the Executive Director to focus on high-level leadership and strategic functions, driving the library's continued success and impact within the community.
Key Responsibilities:
The duties of the Administrative Assistant include, but are not limited to, the following:
- Provide exceptional administrative support to the Executive Director, Board of Trustees, and their Direct Reports.
- Effectively manage, organize, and prioritize a broad range of activities, including working with the Board of Trustees, attending Board meetings, and participating in key library events and fundraising activities such as our annual gala, Booked for the Evening.
- Manage the Executive Director’s scheduling, meetings, and correspondences, ensuring seamless coordination and communication.
- Prepare documents and reports to ensure preparedness for all meetings, including those with the Board of Trustees.
- Manage and collect monthly data for State and internal reports, ensuring accuracy and timeliness.
- Oversee the in-house booking system, and function as point of contact for patrons booking rentals in event spaces
- Complete ad-hoc tasks for the Director and others and assist with special projects as assigned by the Executive Director or Board of Trustees.
- Accurately record minutes for monthly meetings, capturing key discussions and action items.
- Monitor office supplies and research advantageous suppliers, ensuring cost-effective procurement and resource management.
Core Attributes:
- A Bachelor’s degree from an accredited university is preferred.
- 3-5 years of experience supporting a senior executive or team preferred
- Detail-oriented and proactive self-starter.
- Energetic and enthusiastic about taking on new projects.
- Demonstrates outstanding common sense and decision-making skills.
- Exhibits exemplary interpersonal and time-management skills.
- Capable of multitasking and effectively prioritizing daily workload.
- A team player who fosters productive working relationships across the Library.
- Demonstrates the ability to anticipate potential needs and problems proactively, taking independent action when necessary, and exercising good judgment and discretion in issue resolution.
- Strong attention to detail, with the ability to manage multiple projects in an organized and efficient manner.
- Excellent written and verbal communication skills.
- Provides excellent customer service.
- Results-oriented, with a commitment to completing assignments promptly.
- Proficiency in Microsoft Outlook, Excel, Word, and PowerPoint.
- Flexibility in working hours, willing to work evenings and weekends as needed.
- Recognizes and respects the importance of maintaining confidentiality, understanding the sensitive nature of the information managed in this role.
- Demonstrates a commitment to diversity, equity, and inclusion, recognizing the value of fostering a diverse and inclusive workplace. The assistant plays a crucial role in supporting the library's efforts to ensure equitable access to resources and opportunities for all members of the community.
Application Deadline: June, 6th 2024.
Application Submission:
Please send your resume and application materials to [email protected] and include the title of the position in the subject line of your email.
