OFFICE MANAGER/EXECUTIVE ASSISTANT
The Office Manager is responsible for overall office administration (detailed below) as well as other tasks assigned by and assisting the Executive Director. The Office Manager develops and maintains productive and efficient administrative functionality for the entire office and plays a primary role in developing solutions to administrative challenges. The person in this position must have excellent time management skills, the ability to prioritize multiple tasks and a solution-based approach to work. The position works directly with the Executive Director and staff members to ensure smooth day-to-day operations of all the programs. The Office Manager / Executive Assistant must be professional, mature, and flexible and have excellent written and oral communication skills as well as customer service skills. Excellent computer skills and ability to work as part of a team are a must.
Responsibilities
Administrative Duties
· Serve as primary office receptionist: manage and direct incoming calls, respond to questions from the general public about IDA and our programs, greet guests, announce visitors and receive and distribute deliveries;
· Manage phone and voicemail systems and arrange for required maintenance;
· Coordinate office equipment purchases and maintenance;
· Identify, select and manage relationships with vendors;
· Receive, date stamp and distribute all incoming mail;
· Deliver all outgoing mail to mailbox or post office on a daily basis;
· Coordinate room rentals and reservations for meetings and events;
· Serve as point person for facilities issues and announcements;
· Update and distribute Board and staff contact rosters;
· Monitor and order office supplies;
· Prepare, deliver and document bank deposits;
· Format and post all job announcements;
· Liaison between office and LA Center Studios staff;
· Arrange drive-on passes for visitors;
· Maintain internal organizational calendar;
· Generate and maintain all necessary staff and Board directories, letterhead, office forms;
· Process and handle subscriptions, school and library orders and claims for Documentary Magazine and maintain magazine inventory.
· And other administrative duties as assigned by the Executive Director.
Executive Assistant Duties
· Assist with Executive Director correspondence;
· Organize Board of Directors and Board Committee meetings, which will include meeting notifications and reminders, collating and distribution of reports, and ordering food.
Program & Events Duties
· Assist with selected event planning and direct mail projects;
· Assistance to the Events and Programs Manager at all IDA events as needed - requires some nights and weekends;
· Maintain RSVP lists for IDA events.
Membership Duties
· Respond to membership inquiries received via phone and email;
· Process online membership transactions;
· Process memberships via phone as requested;
· Coordinate weekly mailing of membership letters and membership cards.
The International Documentary Association is an Affirmative Action/Equal Opportunity Employer.
To apply please send a resume with cover letter to jobs@documentary.org by January 15, 2010. No phone calls please.
