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executive assistant

Job Description

Who will this role appeal to?

The ideal candidate will be one that enjoys working in a fast-paced, entrepreneurial environment that is mission-driven, results-oriented and community focused. The ideal individual must be able to exercise good judgment in a variety of situations; have exceptional written and verbal communication skills along with strong administrative and organizational skills. Someone who thrives on managing multiple projects, deadlines and priorities. The Executive Assistant will be expected to work independently on projects, from conception to completion, and must be able to work under pressure at times. There must be flexibility in work hours, to include some nights and weekends to meet the demands of the role.

POSITION SUMMARY

The Executive Assistant works in conjunction with the Director, Corporate Affairs to support the Center’s C-Suite including: the President & CEO, CFO, and EVP, Operations. The Assistant serves as the primary point of contact for internal and external constituents on all matters pertaining to the Office of the President and is the administrative liaison to the Board of Directors and senior management teams. Responsibilities also include: organizing and coordinating executive outreach and external relations efforts; and administering special projects; calendar management; and coordinating travel plans. The Executive Assistant reports directly to the Director, Corporate Affairs with a dotted line to the President & CEO.

ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES

Executive Support

• Completes a broad variety of administrative tasks for the President & CEO including: managing an extremely active calendar of appointments; composing and preparing correspondence that can include confidential information; completing expense reports; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. Facilitates cross-divisional coordination of travel and outreach plans.
• Maintains discretion and confidentiality with the CEO and with all matters pertaining to the CEO.
• Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides a priority management” role, creating win-win solutions for direct access to the CEO's time and office. Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Acts as a barometer, having a sense for the issues taking place in the environment and keeping the CEO updated.
• Communicates directly, and on behalf of the CEO/President, with Board members, donors, and others, on matters related to CEO's programmatic initiatives.
• Provides a bridge for smooth communication between the President's office and internal departments.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO/President.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, presentations, and other tasks that facilitate the CEO's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Manages the coordination of internal and external CEO meetings including: schedule coordination, meeting preparation, agendas, presentation/material preparation, food & beverage needs, room preparation, A/V set up, and guest parking. Follows up as needed on meeting items.
• Manages agendas and preparation of CEO meetings including: senior management team meetings, show meetings and all-staff huddles.
• Organizes and maintains a streamlined filing system in the executive office including but not limited to; board & committee reports, presentations, speaking points, confidential documents, etc.

• Serves as the President's administrative liaison to Dr Phillips Center’s board of directors and committees.
• Assists board members with requests related to the arts center. Maintains discretion and confidentiality in relationships with all board members
• Ensures board compliance with the Director, Corporate Affairs by following applicable rules and regulations set in bylaws regarding all board and board committee matters, including meeting schedule/frequency, advance distribution of materials for meetings, quorum requirements and distribution of agendas and meeting minutes through board portal.
• Coordinates and schedules all meetings (virtual and/or in-person). This includes arranging meeting facilities, food & beverage needs, a/v needs, parking/valet, etc.

• Works with the Corporate Affairs team and other teams as needed in coordinating the President's outreach activities.
• Follows up on contacts made by the CEO/President and supports the cultivation of ongoing relationships.

• Assists and coordinates special projects of the Executive Office with the Director, Corporate Affairs and Manager, Corporate Affairs.
• Follow and support all operational policies and procedures. Assimilate into the arts center culture through understanding, supporting and demonstrating the core values.
• Maintain a professional and friendly relationship with other departments, colleagues and partners. Ability to forge and maintain collaborative relationships with internal colleagues/partners and external vendors/clients.
• Able to effectively communicate in English in both written and oral forms.
• Able to remain calm under pressure. Ability to deal effectively with internal and external customers, some of whom will require high levels of patience, tact and diplomacy.
• Other duties as assigned

• Bachelor's degree preferred. Five to 10 years of administrative experience supporting C-Level Executives, preferably in a non-profit organization.
• Exceptional skills in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and CRM systems. Well-versed in planning, coordinating and managing Zoom, TEAMS and WebEx meetings.
• Prefer candidates that are experienced in Board relations and activities.
• 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 stakeholders, including staff, board members, external partners and donors. Expert level written and verbal communication skills. Experience and interest in internal and external communications, partnership development, and fundraising.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability. Emotional maturity. Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client 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.

• This position requires the ability to work a variable schedule such as: early mornings, late evenings, weekends, and holidays to meet operational needs.

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