About the American Song Archives:

The American Song Archives in Tulsa, Oklahoma is the home of the archives of Bob Dylan, Woody Guthrie, Phil Ochs, Tom Paxton, Cynthia Gooding, and many other archival and library collections. We host researchers from around the world who come to explore the rich collections in our holdings.

These collections fuel the exhibitions at the Woody Guthrie Center and the Bob Dylan Center, in Tulsa’s vibrant arts district near downtown and the Greenwood District.

JOB RESPONSIBILITIES

Administrative Assistance:

• Provides high-level administrative support to senior staff the American Song Archives including administrative tasks such managing calendars and scheduling, correspondence, travel arrangements, special events, expense reports and credit card reconciliation
• Assists with onsite meeting preparation and arrangements including catering, room setup, basic IT support and preparation of materials
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff
• Provides expert advice to management
• Performs additional duties as assigned by executives
• Assists in the resolution of complex, highly sensitive, and confidential administrative matter
• Identifies and recommends improvements for administrative procedures and makes evaluative judgments in implementing changes

Operations:

• Manages and maintains employee reimbursement system for all employees
• Manages staff IT needs and coordinate support from technicians. Demonstrate ability to assist with smart phone, laptop and desktop computer troubleshooting
• Manages accounts with various vendors and place orders for catering, office supplies and other products, as needed
• Manages facilities and property management vendors involved in the operation of the Bob Dylan Center and Woody Guthrie Center
• Keeps common areas stocked with needed supplies

REQUIREMENTS & QUALIFICATIONS

Education & Experience

• Bachelor’s degree in related field
• At least 3 years of experience as a senior-level administrative assistant

Skills & Abilities

• Effective formal and informal communication – verbal and written
• Advanced strategy and planning skills, including ability to think strategically on both organizational and systemic levels over multi-year horizons.
• Service minded, strong desire to work with clients, staff, donors, and volunteers, providing responsive, respectful service
• Ability to lead, inspire and develop high performance teams.
• Ability to work and manage priorities and tasks independently in a highly structured process
• Ability to multi-task and work successfully in fast paced environment
• Desire to work with diverse populations, including clients, staff, donors, volunteers, and board members
• Physical requirements include standing and walking for extended periods

Proficiencies

• Ability to work independently in Microsoft Outlook, Word, Excel, Power Point and Adobe Pro
• Ability to learn new software and programs to support consistency and efficiency across the organization; previous experience with a CRM, other database, and web-based applications helpful; ability to support the Managing Director with certain technological activities such as downloading apps
• Ability to use a multi-line phone system
• Ability to use and troubleshoot issues with general office equipment: fax, photo copier/scanner, laser printer
• Timely and efficient turnaround of notes and other documents, as well as response to email and other communications
• Detailed, clear and concise notetaking; ability to understand team and audience needs and adapt notes and individual processes accordingly
• Thorough review of documents for proofreading, clarity and formatting
• Organizing and managing internal events related to special projects and the needs of the Management Team

Personal characteristics

• Ability to think proactively and to perform and adapt in a fast-paced with ongoing refinements to processes and scope of work
• Commitment to personal and professional growth and development and the ability to incorporate feedback in real time from a wide range of sources into continuous improvement efforts
• Excellent work ethic; takes pride in the work; pays close attention to detail, thoroughness, and consistent follow-through; is a self-starter
• Excellent interpersonal and relationship-building skills and sound judgment, with an emphasis on:
  • Collaborating with peers and a wide range of partners using a solutions-oriented, strengths-based approach
  • Using appropriate judgment to determine how to engage with peers and partners as well as to manage up;
  • Influencing others without formal supervisory authority
  • Actively listening to and empathizing with others; and
  • Cultural competency: Empathy and ability to build rapport with individuals from various cultures, experiences and backgrounds
• Good attitude, strong character and creative

Physical Requirements

• Frequently sitting and performing desk-based computer tasks, including repetitive keyboard and data entry and handwriting; frequent standing and sitting.

Hours and Location

• This is an in-person position based in Tulsa, Oklahoma
• A typical work week is Monday - Friday from 8:00 a.m. – 5:00 p.m.
• The work week will occasionally vary with advance notice depending on scheduled programming and other events; may require evening or weekend hours for special events, tours or assisting visiting researchers