Executive Assistant to the President & CEO

 
Job Summary: Reporting directly to the President & CEO, the Executive Assistant serves as a critical support function to the President & CEO of a major arts organization. In addition to providing support to the President’s Executive Team, who serve as the senior management of the organization, the Executive Assistant also serves as liaison to the Board of Trustees and its committees, organizes and coordinates executive outreach and external relations efforts, and oversees special projects consistent with its mission across the metropolitan region. The ideal individual will have the ability to work in a fast-paced, dynamic, and creative leading organization in the music education field, exercise good judgment, possess strong written and verbal communication, administrative, and organizational skills, as well as the ability to maintain a realistic balance among multiple priorities.  A self-starter, the Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters. The Executive Assistant can work collegially with a diverse staff and faculty, and can handle information discreetly.

Position: Executive Assistant to the President & CEO
Reports to: President & CEO

Duties and Responsibilities (including but not limited to):         

Executive Support

• Maintains CEO’s calendar by planning and scheduling meetings, conferences, teleconferences, and travel
• Produces information for President, Board, and Executive Team by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics in support of various activities and projects
• Supports the President by reviewing, proofreading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications in support of ongoing projects and planning efforts
• Maintains confidence and protects operations by keeping information confidential
• Prepares reports for President and Executive Team by collecting and analyzing information in support of operational and programmatic efforts and to assist in reporting functions to the Board
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, and follows up appropriately
• Develops and utilizes filing and retrieval systems, recording meeting discussions to provide historical context as needed to ongoing matters
• Develops familiarity with archival information that supports work of President and Executive Team
• Digitizes the archival information to the appropriate SharePoint files
• Liaison to external partners and ensures that President is responsive to requests of partner organizations
• Assists the President in implementing communications strategy with faculty, staff, Board, and outside stakeholders
• Provides a bridge for smooth communication between the President’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior administrative staff
• Books meeting and reservation spaces
• Completes expense reports
• Performs other related duties as assigned by the President & CEO

Board Support

• Serves as the President’s administrative liaison to the Board of Trustees
• Prepare and distribute meeting agendas and other meeting materials in support of Board and Board committee meetings
• Maintains discretion and confidentiality in relationships with all Board members
• Adhere to compliance with applicable rules and regulations set in bylaws regarding Board and Board committee matters, including advance distribution of materials before meetings in electronic/paper format
• Schedule general Board meetings and committee meetings and maintain calendar
• Performs other related duties as assigned by the President & CEO
• Support various ad hoc Task Forces of the Board as they are created and for their duration
• Provide support to DEIA Task Force, as it continues its ongoing initiatives across the organization
• Maintain and distribute roster of Trustees, Board and staff committee
• Maintain Board materials, including but not limited to bylaws, list of Trustees responsibilities
• Create, maintain and distribute Board, BOT Committees, Faculty Council, Faculty, Senior Team and Staff Meeting Minutes

Project Management

• Research information to support other teams and departments as needed
• Complete any tasks assigned by the Project Manager in an efficient and timely manner
• Support the coordination, management, track progress of projects
• Communicate with stakeholders regarding project needs and goals
• Contribute to the planning and development of projects

Executive Team Support

• Provides administrative support to projects of the Executive Team collectively or individually that support program development, ongoing operations, financial performance, and fundraising initiatives, among others
• Assists Executive Team in collecting and analyzing data required for them to perform their function collectively or individually

Information Management/Record Keeping

• Maintain central business files
• Assist Auditors in their review of Board materials as part of the annual audit

Salary Range: $60K to $70K

Visit https://www.levinemusic.org/executive-assistant-to-the-president-and-ceo/ for more information and to apply.