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August 8, 2009
JOB DESCRIPTION
JOB TITLE: CM Russell Auction Administrative Assistant (Seasonal)
REPORTS TO: Auction Director & Ad Club Executive Director
POSITION LENGTH: Approximately October 6, 2008 through end of March 2009
POSITION SUMMARY
Responsible for upholding CM Russell Auction’s objectives of providing the best western experience for attendees and raising funds for Ad Club’s programs and projects. In addition, the employee in this position will help maintain the Ad Club’s office using high standards of business practices.
He/she must be able to manage his/her own time in order to meet each deadline of his/her several and varied duties. Work is performed under the supervision of the Auction Director with a heavy emphasis on credibility and dependability.
PRINCIPLE DUTIES AND RESPONSIBILITIES:
- Compile information for and participate in a variety of special projects and committee activities as assigned by the Auction Director.
- Utilize Microsoft products to produce a variety of correspondence, spreadsheets, forms, charts and so forth.
- Proofread typed documents to ensure information is correct and accurate. Make changes in grammar, punctuation, spelling as needed.
- Answer telephones, take messages, relay or refer telephone calls to appropriate party and respond to inquiries of a routine nature.
- Regularly engage in contact with a variety of sources in order to obtain or relay information pertaining to and status of Auction matters. Respond to inquiries and complete follow-up contacts at the direction of the Auction Director.
- Maintain up-to-date information in database.
- Maintain up-to-date knowledge of Auction activities and act as information center.
- Prepare and distribute daily correspondence as assigned by Auction Director.
SPECIFIC AUCTION RESPONSIBILITIES:
- Assist committee chairs with various Auction activities, deadlines, correspondence, and protocol.
- Daily public relations and correspondence, both written and oral, with artists, dealers, special guests.
- Prepare mass mailings.
- Create, compose, and edit written materials.
- Assist Art Coordinator in completing assigned tasks which includes handling fine art.
- Arrange meeting locations & catering for committee meetings.
- Attend various committee meetings and record minutes as directed by Auction Director.
- Arrange travel, accommodations & other needs for Auction guests.
- Maintain inventory of office supplies; purchase office supplies.
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
- Ability to follow oral and written instructions.
- Skills in organizing, prioritizing, and scheduling work assignments
- Ability to work under stress to meet deadlines.
- Experience in pre-press graphic layout and applicable software preferred, but not required.
- Knowledge and/or interest in the art and artists of the American West desirable.
- Work requires the ability to operate standard office equipment and computer literacy in a Windows environment.
- Ability to produce various documents and statistical assignments at a satisfactory speed/accuracy rate generally acquired through high school course work.
- Work requires excellent telephone and in-person etiquette.
- Work requires interpersonal skills to exchange information on factual matters.
- Effectively discuss the Ad Club, its goals and activities with people interested in joining the Great Falls Ad Club.
- Effectively discuss the C.M. Russell Auction with people interested in participating in or attending the Auction.
- Work requires a general knowledge of modern office procedures including record keeping, filing, preparing and laying out correspondence and so forth.
- Ability to effectively present information in one-on-one and small group situations to Executive Director and other Ad Club members.
- Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit; use hands to operate a computer; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include computer monitor usage.
Regular and predictable attendance is an essential element of the position.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate. At peak business times there is a moderate to high level of stress.
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Job description subject to review or revision on an annual basis or when a change in job duties is required. This job description is not intended to be all-inclusive in terms of job detail.
I have received a copy of this job description. I have read same and understand my responsibilities. I understand that this does not constitute or guarantee employment, either expressed or implied.
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Employee Signature Date
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Executive Director Signature Date
June 17, 2008
AD CLUB HIRES NEW EXECUTIVE DIRECTOR
The Great Falls Advertising Federation, also known as Ad Club, has hired Sara Becker as their new Executive Director. A Great Falls native, Becker has been active in Ad Club since 2002, most recently serving on the organization’s Board of Directors. Before joining the staff of Ad Club, Becker was Marketing and Public Relations Coordinator of the C.M. Russell Museum. Becker serves on the Board of Directors of United Way of Cascade County and was selected as one of the Great Falls Tribune’s 2007 Rising Stars.
Ad Club is an award-winning organization dedicated to furthering effective advertising, marketing, and public relations within the Great Falls community. The Club meets bi-monthly from September through May, bringing in regional and national guest speakers to further educate members on advertising and communications practices. In addition, the Club also organizes the C.M. Russell Art Auction held each March. Founded in 1957, Ad Club is one of the strongest networking organizations in Great Falls. In addition, Ad Club sponsors annual high school and college scholarships and an in-kind public service campaign for a local non-profit organization. For more information on Ad Club, please call 761-6453 or visit www.gfaf.com.
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May 20, 2008
GFAF to PRESENT CHECK to C.M. Russell Museum
The Great Falls Advertising Federation will present this year’s C.M. Russell Auction donation check on Wednesday, May 21 at a 5 p.m. reception at the C.M. Russell Museum. The funds to be donated were raised at this year’s C.M. Russell Auction, an annual fundraiser coordinated by GFAF.
“This year’s Auction was really something special,” said Terry Hilgendorf, the 2008 Auction Chair. ““In addition to selling a lot of great art and raising a lot of money, it reminded me of what really makes our art auction one of a kind. It’s all about the people. From the hard working volunteers of Ad Club, to the dedicated and professional Ad Club staff, to the Honored Co-chairs, Mike and Sheila Ingram and Honored Guest Artists Martin Grelle and Shawn Cameron, to staff of the C.M. Russell Museum, the Artists and all the people of Great Falls, who continue to support this little fundraiser that we call the C.M. Russell Auction.”
GFAF, better known as Ad Club, has more than 200 members who are creators, users, buyers and sellers of advertising. Established in 1936, the Ad Club has held the annual C.M. Russell Auction for the past 40 years. The Auction is the Club’s largest fundraiser, with every member working in some capacity to make the event possible. Since 1969, the Ad Club has gifted over $5 million to the C.M. Russell Museum, making Ad Club the Museum’s largest donor.
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