About the position
The Executive Assistant provides high-level administrative support to the Executive Director with the day-to-day business of the organization including scheduling meetings and maintaining the director's calendar, preparing correspondence, coordinating travel, and other related functions. This individual exhibits a high level of professionalism and possesses excellent written and verbal communication skills and interpersonal skills to interact with donors, board members, constituents, and staff under the direction of the Executive Director. This individual is a self-starter, extremely organized, has great time management skills, a strong ability to prioritize tasks, and has a keen eye for detail and highly developed problem-solving skills. Professional discretion and confidentiality are a must. The position reports to the Executive Director. This position is on site, with the potential for some remote work. The role encompasses a variety of responsibilities, primarily focusing on administrative assistance, which accounts for 70% of the position. The Executive Assistant will plan and direct all administrative and operational activities for the Executive Director (ED), supporting the ED in oversight and prioritization on critical issues and projects of high importance to facilitate decision-making. This includes providing briefings and support to the Executive Director for meetings, presentations, and events, as well as managing communications with the Board of Directors, including the creation and distribution of meeting agendas and taking minutes for various meetings. Additionally, the Executive Assistant will maintain the ED's calendar by scheduling meetings, teleconferences, and travel arrangements, including itineraries, airline reservations, hotel accommodations, and rental cars. The remaining 30% of the role involves office management tasks, such as supporting the front desk during daytime hours, greeting and checking in guests, answering incoming calls, receiving and distributing mail and packages, and maintaining the Salesforce database to ensure consistent and proper data entry protocols. The Executive Assistant may also be expected to participate in organizational events and activities, contributing to the overall mission of the Creative Alliance.
Responsibilities
- Plan and direct all administrative and operational activities for the Executive Director (ED)
- Support the ED in oversight and prioritization on critical issues and projects of high importance to facilitate decision-making
- Provide briefings and support to the Executive Director for meetings, presentations, and events
- Support internal and external communication, via in-person, phone, email, or mail
- Manage communications with the Board of Directors, including creation and distribution of meeting agendas
- Take and distribute minutes for staff, Board, Executive, Governance, and Finance Committee meetings
- Maintain ED's, board, local government, VIP, and other constituent contact lists
- Maintain ED's calendar by scheduling meetings, teleconferences, and travel arrangements
- Support the front desk during daytime hours, greet and check in guests, answer incoming calls
- Receive and distribute mail and packages
- Maintain Salesforce database, ensure consistent and proper data entry protocols; analysis and reporting of data
- Act as a backup in building events in Patron Manager, prepare weekly reports
- Participate in organizational events and activities
Requirements
- BA Degree and/or experience in arts administration, nonprofit, or related field preferred
- Highly skilled in Microsoft applications; Outlook, Word, Excel, Adobe, and Power Point required
- Knowledge of Salesforce, Patron Manager, or other ticketing software, and Airtable strongly desired
- Project management experience is a plus
- Ability to handle confidential information with discretion
- Effectively communicate with Executives, Board members, donors, customers, and employees
- High level of organizational, time management and customer relations skills
- Detail oriented, accurate and able to act autonomously with minimal supervision
- Ability to work well under pressure and meet deadlines
- Ability to speak Spanish desired
- Able to lift 40 lbs
Nice-to-haves
- Project management experience is a plus
- Ability to speak Spanish desired
Benefits
- Health, dental, and vision insurance at no cost to employees for individual coverage
- Optional Simple IRA plan through Vanguard with up to 3% match of annual salary
- 4 weeks of PTO beginning first year
- 12 paid holidays and 3 floating holidays per year
