Executive Assistant (32 Hours Per Week)
Job Opening: Executive Support Assistant
Organization:Â Jackson Arts Council
Job Type:Â Full-Time, Salaried
The Jackson Arts Council, a 501(c)(3) arts advocacy organization located at 314 E. Main Street in Jackson, Tennessee, is seeking a highly organized and professional Executive Support Assistant to provide administrative, operational, and program support that advances the organization’s mission of strengthening the community through arts and culture.
OFFICE MANAGEMENT
- Provide ongoing administrative and bookkeeping support
- Prepare and submit organizational reports as required
- Support the Board, staff, volunteers, and the public
- Maintain employee and organizational files and records
- Coordinate schedules for volunteers and interns
- Manage office logistics and supply inventory
- Maintain organized digital and physical filing systems
- Assist with budget tracking, expense reporting, invoices, reimbursements, and vendor payments
- Maintain accurate records of memberships, sponsorships, donor information, and organizational archives
- Ensure compliance with organizational policies, grant requirements, and nonprofit best practices
- Maintain confidentiality regarding organizational operations, personnel matters, and donor information
- Perform additional duties as assigned
EXECUTIVE SUPPORT
- Serve as the primary administrative support to the Executive Director
- Manage calendars, appointments, travel arrangements, and meeting schedules
- Draft correspondence, reports, presentations, and internal communications
- Coordinate and prepare materials for meetings, workshops, presentations, and community events
- Track deadlines and ensure timely completion of organizational priorities and projects
- Assist with strategic planning initiatives and special projects
- Coordinate sponsorships, vendor communications, and event logistics
- Support donor engagement efforts, fundraising campaigns, and sponsorship initiatives
PROGRAM SUPPORT
Arts Events and Advocacy
- Assist with planning and coordinating arts events, workshops, exhibitions, performances, and community programs
- Attend events as needed, including occasional evenings and weekends
- Maintain databases and contact lists for arts advocacy and community outreach
- Provide technical assistance and support to artists and arts organizations
COMMUNICATIONS & MARKETING
- Maintain the organization’s calendar of arts and cultural events
- Manage social media platforms and create original promotional content
- Assist with branding and marketing initiatives to increase organizational visibility
- Capture photos and videos during events for promotional and archival purposes
- Maintain and update website content
- Create and distribute newsletters, press releases, and monthly event calendars
- Respond professionally and promptly to inquiries from artists, sponsors, media, and community members
- Assist in developing community partnerships that support arts programming and advocacy initiatives
GRANTS & DEVELOPMENT
- Assist with grant administration under the direction of the Executive Director
- Support grant applications and communications with applicants
- Promote open grant opportunities and maintain grant-related records
- Prepare Board meeting materials, reports, and meeting logistics
- Record and distribute minutes for Board and Steering Committee meetings
- Assist with annual audits and financial reporting
- Invoice pledges and prepare donor acknowledgements
- Maintain donor records through Bloomerang and related systems
- Coordinate donor meetings and prepare support materials for leadership
- Adaptability to change
PREFERRED QUALIFICATIONS
- Bachelor’s degree preferred in business, marketing, communications, fine arts, or a related field
- Minimum of two years of administrative support experience preferred
- Experience in nonprofit organizations, arts administration, event planning, or donor relations preferred
- Strong organizational and multitasking skills in a fast-paced environment
- Excellent written, verbal, and interpersonal communication skills
- Ability to work independently and manage multiple priorities and deadlines
- Proficiency in Microsoft Office Suite, Google Workspace, Canva, QuickBooks, Bloomerang, Adobe products, and social media platforms
- Knowledge of fundraising practices, grants, and community engagement strategies preferred
- Professional demeanor with strong attention to detail and problem-solving abilities
- Flexibility to work occasional evenings and weekends during events and programs
- Passion for the arts, community development, and cultural advocacy
Compensation
Compensation is commensurate with experience, qualifications, and position requirements.