Job Summary: Reporting to the Chief of Staff, the Executive Assistant works closely and effectively with the Chief of Staff to provide critical support for the company and Chief Executive. The Executive Assistant actively manages calendars, correspondence, and information on the Chief Executive’s behalf. Additionally, the Executive Assistant serves as a key point of contact to the board of directors, donors, staff and others.
The Ideal Candidate: The Executive Assistant must be creative and energetic, and enjoy working for a fast-paced arts organization. They will need to exercise keen judgment in a variety of situations with strong communication, administrative and organizational skills. They will have the ability and flexibility to continually prioritize among competing demands. The Executive Assistant will manage a wide variety of projects independently, professionally, and with discretion. The ability to manage confidential information is essential.
Main Areas of Ownership
Board Support and Liaison
Duties and Responsibilities:
Completes a broad variety of administrative tasks for the Chief Executive including managing an active schedule of appointments, organizing and prioritizing information, and compiling data and documents for meetings.
Act as primary contact for the Chief Executive in external scheduling and communication, and act as an effective internal conduit for scheduling and communication.
Serves in a visible role, helping to establish and build relationships crucial to the success of the organization, and manages a variety of special projects.
Reviews and drafts correspondence, and maintains database information on behalf of the Chief Executive.
Accurately tracks and reports business expenses incurred by the Chief Executive, as well as makes all travel arrangements.
Additional duties as assigned by the Chief Executive.
Board Support and Liaison
Prepares agendas and materials in advance of board and committee meetings, and drafts meeting minutes following each meeting.
Maintains discretion and confidentiality in all communications with board members.
Organizes and executes logistics for Board meetings, including meeting invitations and responses, venue reservations, and setup.
Follows up on contacts made by the Chief Executive and works closely with Development Staff to support the cultivation and stewardship of donor relationships.
Drafts and edits correspondence from the Chief Executive to donors.
Manages events personally hosted by the Chief Executive.
Provides additional support to the Development office, as time permits.
Other duties as assigned by the Chief Executive
Bachelor’s Degree in arts administration, fine arts performance, business, or related field required
Experience and Skillset:
1-3 years of related experience
Comfort and disposition to serve in a visible and critical role for the organization.
Discretion and ability to handle complex and confidential matters
Critical and forward-looking thinker, who can devise and propose solutions.
Strong organizational skills, ability to perform multiple tasks efficiently and with attention to detail.
Emotional intelligence and a sense of humor are a must.
Resourceful team player, with the ability to be independently effective.
Availability to work nights and weekends as necessary.
Executive Assistant, Administrative, Coordinator, Support, Admin, Clerical, Calendars, Calendaring, Detail Oriented, Communication Skills, Proactive, Scheduling, Travel Arrangements, Administrative Support, Collaboration, MS Office, Expense Report, Gatekeeper
To apply for this job please visit hraffiliates.com.