Executive Assistant and Office Manager
Approximately 24 hours per week, some evening and special events as necessary
Salary commensurate with experience
The Executive Assistant and Office Manager is responsible for the day-to-day operations of the museum offices, including general correspondence, gift reporting, financial reporting, human resource filing, payroll distribution, insurance coverage, purchasing, and other aspects of museum administration. Working closely with the Executive Director, he/she provides strong organizational grounding and accurate reporting for the organization.
General correspondence and administrative assistance for the Executive Director
Correspondence and reporting to donors and sponsors
Bi-weekly payroll and taxes
Benefit coordination and tracking (PTO, holidays)
Maintain confidential personnel files for all employees
Serves as a central point of HR contact for museum staff
Works with the Manager of Facilities to schedule/coordinate service calls for maintenance and repairs, including building systems
With the Executive Director, manages contracts, vendor payments, and scheduling of contractors
Purchasing for the museum and track all expenditures
Assist in other museum operations as needed
Review and maintain records of all business transactions and contracts including insurance, venue rentals, computer/web hardware and software, education center classes, camps, facilities and independent contractors
Maintain EAM’s relationships with financial institutions including banks and investment managers
Receive and process all accounts receivables and payables including invoices and direct disbursements, museum shop receipts, member and donor payments, class registrations and facility rental payments.
Reconcile monthly bank and investment statements and maintain associated account ledgers
Complete W-9s and 990s for contractors working at the museum
Collect, process, and reconcile receipts and credit card statements for the museum office
Assure compliance with all non-profit state and federal regulatory requirements
Three to five years minimum experience in business and/or financial management. Preference within the nonprofit sector.
Must be an experienced user of Microsoft Office and Quickbooks
Excellent planning, budgeting, and administrative management skills
Interpersonal skills necessary for working in a supportive, mission-driven organization focused on improving quality and productivity, reducing costs and developing people and systems to enhance the organization
BA/BS in Business Administration or Finance. Master’s degree, CPA, or equivalent optional.
Interest in visual art/museums helpful in understanding EAM’s culture and vision
The Elmhurst Art Museum is an equal opportunity employer. Located 25 minutes from downtown Chicago by car or train, the Elmhurst Art Museum features rotating contemporary art exhibitions, a rare single-family home designed by Mies van der Rohe, and frequent educational programs. It is a destination for school groups, families, and others interested in enriching their lives through art and design.