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Executive Assistant

Vault Fine Art Services

www.vaultfas.com

The Executive Assistant role at Vault will help support our CEO with specific planning, communication, data entry, processing paperwork and support client relations.

To be successful in this role the selected candidate must be able to multitask and constructively interact with the CEO, co-workers and clients with high sensitivity service and support.

Executive Assistant responsibilities include making travel and meeting arrangements for the CEO, structuring email priorities day to day, preparing reports on clients and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. If you also have previous experience as an Executive Office Manager and familiarity within our industry, we’d like to meet you.

Ultimately, a successful Executive Assistant should support our CEO in all the structuring and execution of his priorities and also ensure the efficient day-to-day operation of the front office.

Responsibilities

Administration

The Executive Assistant will be responsible for ensuring day-to-day operations run smoothly and efficiently.

Answering front desk phone and info email account. Passing off inquiries to other Vault team members.

Checking physical mail every Monday.

Liaising with vendors. Working closely with accountant to process bills and checks relating to vendors

Light bookkeeping.

Managing website updates as needed.

Structuring & Planning

Working with the CEO, develop and maintain a structure that allows seamless execution of priorities and day to day tasks.

Implementing and structuring emailing protocols for monitoring and filtering of emails.

Prioritizing and communicating prioritization to the CEO for time sensitive actions.

Organizing CEO’s Google Calendar. Setting events and meetings for the CEO day to day.

Maintaining a filing system (Google Drive) for the company and CEO with differing permissions and access management.

People

Working closely with the CEO and Director of Operations the successful candidate will assist in scheduling celebratory events for our team and clients in various different capacities.

Seamlessly onboarding new team members.

Organizing and budgeting for yearly holiday parties.

Scheduling and managing anniversary and birthday events internally.

Requirements

Position info and requirements are:

Info:

Hours: Full Time Position. 8am-4pm Mon-Fri

Salary: Between $48,000 - 53,000 Per annum

Requirements:

Bachelor’s Degree in appropriate field of study or equivalent work experience as Executive Assistant or Office Manager.

2+ years experience in an office environment

2+ years experience with MS Office (Excel in particular)

2+ Years of experience with Google Suite

Experience with CRM’s is favoured.

Other skills:

Positive attitude

Flexibility and the ability to prioritize new tasks as they come in

Interpersonal communication

Customer service skills

Ability to anticipate needs of others

Vault Fine Art Services is a growing company that provides discrete full-service fine art management, including conservation, complex installations and storage throughout Central Texas. Vault uses museum quality protocols to install, store and care for our clients’ most valued collections with services designed to address their collections specific needs.

How to Apply

Applications without a cover letter will not be considered.

To apply for the Office Manager position at Vault, please:

Email a cover letter describing your experience

Email your resume along with three professional references

Email: robert@vaultfas.com

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