Job Summary
GEEX is a dynamic and inclusive organization dedicated to fostering community, education, and innovation in the glass arts. We are seeking a detail-oriented and motivated Executive Assistant to oversee and enhance the efficiency of our programs, communications, and administrative functions. This role requires strong organizational skills, excellent communication abilities, and a commitment to promoting cultural equity and collaboration in the glass community. GEEX is based in Madison, WI, and this is a fully remote position.
The Executive Assistant will work closely with the GEEX team and various program facilitators in a horizontal leadership model to manage operations, support community engagement, and ensure the smooth execution of our initiatives.
Key Responsibilities
Administration
- Manage organizational calendars across all programs, ensuring alignment and timely updates.
- Coordinate meeting logistics, including invitations, registrations, and follow-ups.
- Create and manage supporting materials such as slide decks and documentation for meetings and events.
Community/Program Coordination
- Serve as the primary point of contact for institutional subscribers, organizational partners, and sponsors.
- Facilitate communications with co-facilitators for programs such as the BIPOC Community Table, Flame Affinity Group, Writing Center, and Educators Group.
- Provide website support by vetting and posting entries to the Resource Exchange and managing the Writing Center Calendly interface.
Financial Tracking
- Manage invoicing, donations, subscription payments, and sponsorship/partner.
- Maintain accurate financial records and generate reports to support organizational planning.
- Work collaboratively with the leadership team to monitor budgets and financial goals.
Marketing
- Planning, copywriting, assembly and distribution of monthly newsletter via MailChimp.
- Develop and manage a social media content calendar to promote GEEX programs and initiatives.
- Create compelling and consistent social media copy tailored to various platforms and audiences.
- Conduct marketing research to identify new outreach opportunities and improve engagement.
Qualifications
Education and Experience
- Bachelor’s degree in Art, Arts Administration, Business, Communications, or a related field (or equivalent professional experience).
- 3+ years of experience in operations management, program coordination, or a similar role.
- Familiarity with the glass arts community or arts organizations is a plus.
Skills and Competencies
- Organizational Skills: Ability to manage multiple programs, calendars, and deadlines with precision.
- Communication Skills: Excellent written and verbal communication, with experience engaging diverse audiences.
- Financial Acumen: Proficiency in invoicing, financial tracking, and basic budgeting.
- Technical Skills: Proficiency with office productivity tools (e.g., Google Workspace, Slack, AirTable, Microsoft Office, Miro), social media platforms (e.g. Buffer), and website content management systems (e.g., WordPress).
- Marketing Knowledge: Experience with social media management, content creation, and marketing research.
- Problem-Solving: Strong analytical skills and the ability to adapt to evolving priorities.
- Collaboration: Demonstrated ability to work effectively in a team-oriented environment, including with remote teams.
- Remote Work Experience: Ability to work independently in a remote environment with biweekly team check-ins and asynchronous communications.
Personal Attributes
- Cultural competence in speaking to and supporting cultural equity in a predominantly white professional and academic arts discipline.
- Creative thinker with a proactive approach to problem-solving.
- High level of professionalism and accountability.
Compensation and Benefits
- $20-$25/hour, at half time (20 hrs/week)
- Technology Stipend
- Opportunities for professional development
How to Apply
Please email to [email protected]:
- your resume
- a cover letter detailing your interest in the position
- email and cell contacts for three professional references
Priority Application Deadline: February 15, 2025