An Invitation to apply for the position:
The Baltimore School for the Arts seeks a temporary Administrative Assistant to support the Director of the school. This position will be from September 1st through November 2015.
He/she serves as first and primary contact point to the director of the school and as such must coordinate appointments and meetings with many constituencies including students, faculty, board members, foundation staff, administrators from Baltimore City, alumni and frequent visitors of all kinds. The individual will need to become familiar with the unique operations of the school and its supporting foundation.
This position requires the ability to effectively manage a large amount of information that interacts in complex ways. This information includes documents, correspondence and schedules. The ability to professionally and effectively interact with an extremely broad range of partners and guests is necessary.
This is a temporary (12 week) position based on a 24 hours per week schedule. The standard work schedule is 9-3. Hours may be adjusted due to scheduling changes and after-work events where attendance may be necessary.
Tasks:
Manage long and short-term preparation for the director’s responsibilities to include:
-Schedule meetings
-Develop & distribute meeting agendas & prepare supporting documents, including briefing documents
-Efficiently and quickly prepare meeting notes and summaries
-Comprehensively monitor follow-up and action items
-Effectively and professionally manage logistics for meeting & visitors
Manage information flowing in and out of director’s office
- Maintain a thoughtful, hierarchical, organizational structure for the management of electronic and physical documents
Thoroughly ascertain and record topic of discussion, contact information and time of contact
Scheduling & Calendars
-Schedule director’s activities and enter them into Outlook
-Maintain thorough and accurate calendars specific to various projects (Nutcracker, Expressions, etc.)
Meet daily with the director at a prescribed time to plan future actions
Daily Summary
- Provide a brief, written daily summary of your actions and status report of projects underway
Principal constituencies:
Students, Families of Students, BSA Staff, BSA Board of Overseers, BCPS management personnel, Artistic Institutional Partners, General Public
Compensation and Benefits:
This is an hourly position (24 hours per week) at $20.00 per hour.
The Temporary Administrative Assistant to the Director will become a temporary employee of the Baltimore School for the Arts foundation.
Interested candidates should submit a cover letter and resume to [email protected] by July 27, 2015 with the Subject line: Temporary Administrative Assistant.
