Job description

Summary:

Provides administrative support to the Advancement and Finance departments of the Corning Museum of Glass (Museum). Primarily responsible to support the Chief Advancement Officer (CAO) and the Chief Financial Officer (CFO) in all aspects of administrative assistance. Provides support to the Director, Rakow Research Library (DRRL) up to five (5) hours a week. Assists the Advancement, Accounting, Financial Planning and Analysis, and Rakow Research Library teams with administrative tasks as requested. Responsible to assist in the design and production of professional and dynamic PowerPoint presentations for the Museum’s Board of Trustees, Board Committees and important meetings and events. Works closely with other administrative colleagues to support the Leadership Team and their interactions with Trustees, major donors, and other key constituents.

Responsibilities:

CAO/CFO/DRRL Administration

• Organizes and coordinates active calendars by scheduling appointments and meetings for the CAO, CFO, and DRRL. Manages schedules, accepts meetings and prioritizes conflicting requests.
• Assists the CAO, CFO, and DRRL in meeting all timelines and deadlines.
• Manages travel plans, expenses, itineraries, and agendas for the CAO, CFA and DRRL. Fully utilizes the ISOS Travel Tracker system.
• Completes expense reports and purchase orders for CAO and CFO department spending.
• Handles highly sensitive and confidential matters with discretion; maintains department electronic and hard copy files containing proprietary and confidential materials.
• Plans and organizes a variety of meetings; handles all logistics, including agenda, location, catering and technology requirements.
• Makes and receives telephone calls on behalf of the CAO and CFO.
• Creates and processes correspondence as requested.
• Proactively identifies or anticipates issues and uses judgment to expeditiously resolve all issues.
• Assists CAO, CFO, and DRRL and their management staff with other administrative tasks as requested.

Advancement Department and Team Administration

• Supports Advancement Team with MS Teams Site and SharePoint Site coordination, training, and implementation of organization wide updates for share, collaboration, and project management tools.
• Manages logistics, agendas and objectives for VIP and key donor visits, from domestic and/or international locations. Coordinates events, activities and facility visits as appropriate.
• Communicates as needed, via telephone, e-mail or other means with current or potential donors.
• Provides support as needed to Advancement events, including tracking RSVPs and onsite staffing.
• Supports and participates in the receipting, recording and acknowledgement of gifts and commitments to the Museum.
• Supports donor tracking in Raiser’s Edge and supports the workflow and data tracking needs in partnership with the Customer Relationship Program Manager and Strategist and other members of the Advancement and Accounting Departments.

Presentation Design and Support

• Collaborates with the Marketing and Communications (MarCom) Departments to source graphic content and digital photo files for major presentations.
• Reviews presentations for accuracy and consistency across presenters and reviews all for text and image format standards.
• Assists the CAO and CFO with presentation and print materials for other meetings and presentations and prepares graphs, reports and spreadsheets related to programs and projects.
• Assists in the design and production of professional and dynamic PowerPoint presentations for the Museum’s Board of Trustees, Board Committees and other important meetings and events.
• Remains current in presentation software and capabilities.

General

• Supports and amplifies the Museum’s commitment to diversity, equity, inclusion, and access.
• Provides back-up support for the Executive Assistant and Board Liaison related to Board of Trustees and Board Committees; ensures administrative, logistic and recordkeeping requirements are met in the absence of the Executive Assistant and Board Liaison.
• Provides general logistics for the Advancement, Finance and Operations departments including sorting mail, monitoring and ordering general office supplies, receiving deliveries, and coordinating service calls for printers.
• Makes and coordinates all Corning Aviation reservations for designated areas.
• Actively participates in Advancement and Finance department team meetings as needed; serves on Museum project teams as appropriate.

Qualifications:

• Respect and exemplify the values of The Corning Museum of Glass in all interactions with colleagues, staff, volunteers, and the public.
• Ability to represent the Museum in a professional manner.
• Adhere to all prescribed organizational and departmental policies and procedures.
• Ability to work independently and as part of a team, strong collaboration skills.
• Ability to maintain and handle confidential and proprietary documentation and information with discretion and sound judgment.
• Ability to handle all situations with tact and diplomacy.
• Associates degree in business-related area or equivalent work experience. Bachelor’s degree desired.
• Minimum five (5) years’ experience at an executive administrative level; previous experience in a museum or university’s advancement office with constituent database experience (such as Raiser’s Edge) desired.
• Demonstrated proficiency creating and working with charts, text, photography, and multi-media elements to create PowerPoint presentations and Word proposals.
• Demonstrated proficiency in Microsoft Office and Cloud services including Office 365 and OneDrive, AdobeSign, SharePoint and MS Teams; ability to learn new job-related software programs.
• Excellent interpersonal skills: ability to work and communicate effectively with multiple internal and external stakeholders, including high-level donors, trustees, and others.
• Ability to be proactive, take the lead and positively influence outcomes.
• Strong organizational skills.
• Successfully handles multiple projects and tasks with limited follow-up from supervisor, resourceful mindset and flexible; handles multiple tasks under the pressure of deadlines.
• Highly accurate, detail-oriented and organized; focuses on follow-up.
• Some weekends and/or evenings required, flexibility in hours necessary.

Job Type: Full-time

Pay: $54,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: One location

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