The Walters Art Museum seeks a dynamic, team-oriented individual to provide administrative support to the Administration and Operations Division. Reporting to the Chief Operating Officer (COO), the incumbent will manage the COO’s calendar, process financial paperwork; coordinate and schedule meetings, respond to routine inquiries, maintain highly confidential files and sensitive information; coordinates legal-related tasks and other administrative duties to ensure the efficient daily operation of the COO’s office to include:

Responsibilities

• Manage the COO’s calendar by prioritizing daily appointments and divisional activities, planning and scheduling meetings, develop and distribute meeting agendas; serve as liaison with other divisions, senior management staff, trustees and external organizations by coordinating and disseminating timely information; coordinate travel arrangements, track corporate credit card expenses and process expenses and reimbursements.
• Collect and analyze requested information in order to prepare required management reports; create and develop visual presentations, charts and spreadsheets as needed.
• Coordinate and complete legal related tasks as delegated to include corresponding with respective attorneys, contractors, insurance broker, staff members and trustees in order to obtain necessary information and/or signatures; prepare legal documents, i.e. contracts, complete museum licenses and legal forms, etc. for COO’s review and signature.
• Compose correspondence in response to routine divisional and external activities of the COO’s office, process mail, maintain office supplies inventory, establish and maintain a filing system to ensure efficiency with the highest level of strict confidentiality.
• Assist the Administration and Operations Division Department Heads as needed by scheduling and setting up Committee meetings, prepare agenda and handout materials; take committee minutes at meetings.
• Collaborate with the Executive Assistant to the Executive Director’s Office, the Board Secretary and Art & Program Division Administrator to maintain smooth communication between the Executive Director and the Senior Management Team by coordinating calendars and keeping all parties informed; coordinate and organize the preparation for meetings and/or special projects.
• Perform other duties assigned.

Requirements

• AA degree in secretarial training desirable; minimum of 5 years demonstrated administrative experience, with a minimum of 2 years providing support at the executive management level.
• Strong working knowledge of legal contracts and familiarity of legal terminology.
• Excellent verbal and written communication skills, strong interpersonal, telephone, customer service, organizational and time management skills.
• Must be computer literate with Outlook and specifically Microsoft Office Word, Excel and Power Point at the intermediate level.
• Must be a team player, self motivated, attentive to details, able to prioritize, manage multiple projects and work independently.
• Able to work well with individuals at all levels internally and externally
• Must have strong work ethics to ensure and maintain confidential and sensitive information.

We offer an attractive benefits package. For consideration, send your resume, cover letter and salary requirement to [email protected]. Application end date is April 29, 2016.

An Equal Opportunity, Equal Access Employer. A smoke and drug free workplace.