Executive Assistant & Board Liaison

$72,500 - $77,500/Yr

Pasadena Playhouse - Pasadena, CA

Part-time - Entry Level

Hybrid - Pasadena, CA

Food Services and Drinking Places

About the position

The Pasadena Playhouse is seeking an exceptional individual for the role of Executive Assistant & Board Liaison. This individual will play an essential role maximizing the Producing Artistic Director's effectiveness while also serving the Playhouse's Board of Trustees. This key position involves fostering collaboration and efficiency amongst the Producing Artistic Director, Chief of Staff, other Senior Staff, the 27 members of the Board and other key stakeholders. This individual must be a self-starter and critical thinker with excellent planning and project management skills to ensure the most efficient path to success. This position serves as a gatekeeper, problem solver and team partner, managing complex situations, multiple responsibilities and confidential information. The ideal candidate should possess strong initiative, problem-solving capabilities, outstanding communication skills, and a can-do attitude. A strong sense of discretion is required in dealing with sensitive and confidential issues; attention to detail and accuracy is essential. It is also important that this individual be a team player and be able to demonstrate tact, courtesy and judgment in working with all levels of individuals within and outside the Playhouse. The Executive Assistant & Board Liaison is a representative of and reports directly to the Producing Artistic Director. As an exempt position, this role occasionally requires evening and weekend responsibilities.

Responsibilities

• Manage multiple, complex calendars with the Producing Artistic Director's priorities and preferences in mind.
• Manage multiple inboxes and draft correspondence.
• Organize and maintain confidential data and information with the utmost integrity.
• Manage notes and next steps from donor and artistic meetings.
• Build trust and execute with a high degree of finish on varying administrative tasks including, but not limited to, purchasing gifts, reserving restaurants and other appropriate locations for donor and artistic meetings, researching projects, etc.
• Coordinate travel efficiently despite competing itineraries, priorities and schedules.
• Serve as the receptionist with light office management duties, including managing office supplies, postage, service calls and fields rental inquiries.
• Maintain the Playhouse's master calendar.
• Act as the primary contact for all Trustee business, including meeting coordination, booking tickets, fielding questions, etc.
• Schedule Board and Committee meetings and work proactively with Senior Staff to prepare agendas, presentations and materials. Also draft meeting minutes.
• Maintain discretion and confidentiality in relationships with all Board Members and Committee Members.
• Facilitate all off-site meetings/events for the Board of Trustees.
• Maintain accurate board term data.
• Distribute and maintain Board surveys, conflict of interest and code of conduct forms.

Requirements

• Expert written and verbal communication skills.
• Expert knowledge of Google Calendar, G-Suites and Microsoft applications.
• Proactively solves problems and demonstrates strong decision-making capability.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with a wide variety of stakeholders, including staff, Trustees, actors, creatives, vendors, donors, volunteers, students, etc.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrates the highest level of service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Experience using Notion is a plus.

Nice-to-haves

• Experience working with a Board of Directors or Trustees.
• Experience taking minutes.
• Experience using the program Notion.

Benefits

• 401(k)
• 403(b)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance