WT seeks an enthusiastic, independent, and attentive professional to provide high-level administrative support to the Executive Director (ED) and support the Director of Institutional Advancement (DoIA) with Board management, engagement, research, events and meetings.
As the Executive Assistant/Board Liaison (EA/BL), this individual is responsible for providing administrative and strategic support to the ED and will function as the primary contact person for the Board of Trustees and associated committees (Executive Committee, Advancement Committee, Membership Committee and Nominating Committee, as examples).
The ideal individual will have the ability to exercise good judgment in a variety of situations; with strong written and verbal communication; administrative, organizational and people skills, and the ability to prioritize needs. The EA/BL will often work independently on projects and must be able to handle matters expeditiously, proactively, and follow through to successful completion. Must be able to work under pressure at times and deal with confidential matters with discretion.
Typical work hours are 40 hours a week, M-F 9:30-5:30pm, with some evenings and weekends required throughout the year for meetings and special events.
Provide strategic administrative support to the Executive Director
- Support the execution of the ED’s short and long-term goals and responsibilities
- Translate goals into daily/weekly action plans
- Research, prioritize and follow-up on incoming issues and concerns identified by and/or addressed to the ED, including those of a sensitive or confidential nature.
- Manage the ED’s calendar, ensuring that ED’s schedule is handled in an efficient and professional manner
- Schedule meetings
- Organize and coordinate travel plans, itineraries and agendas
- Keep ED informed of and prepared for upcoming commitments and responsibilities, and to ensure her appropriate follow up
- Prepare briefing materials for the ED in preparation for meetings and travel, working closely with staff
- Coordinate and manage routine administrative duties for the ED such as filing and monthly expense reports
- Draft acknowledgement letters, personal correspondence, and presentations, as needed
- As directed by the ED, conduct research, assemble and analyze data to prepare reports and documents
- Communicate directly, and on behalf of the ED, with Board members, staff, donors, and others, as needed
- Coordinate All Staff meeting
Supports the Director of Institutional Advancement with Board management and engagement
- Coordinate annual individual Board member meetings with ED and DoIA
- In collaboration with DoIA, provides research and follows up on contacts made and supports the cultivation of ongoing relationships and donor prospects
- Assist with materials related to Trustee annual gifts
Provide administrative support and serve as the primary contact for the Board of Trustees
- Guide ongoing and effective communication with the Board of Trustees
- Coordinate annual calendar of Board & committee meetings;
- Create meeting timelines, prepare and distribute meeting notifications, and agenda materials, manage all correspondence around meeting execution
- Create and maintain Board Manual and binder of relevant materials /Organize publication of annual Board & staff directory
- Coordinate orientation for new Board members
- Event manager for Board meetings: coordinate attendance, arrange catering, create/distribute meeting materials, take and distribute meeting minutes
- Assist with Trustee ticketing requests
- One or more year of development or office experience, preferably in arts management
- Excellent written and verbal communication skills; excellent judgment and discretion with confidential information
- Ability to effectively handle multiple priorities and projects simultaneously with exceptional time management skills, including the ability to work under tight deadlines
- Possess a professional demeanor, strong judgement, maturity and strong organizational and interpersonal skills
- Demonstrate a high degree of initiative and energy, be a flexible team-player, and a have a sense of humor
- Specific knowledge: Microsoft Outlook, Excel, Word; Tessitura database experience a plus
Qualified and interested candidates should email a cover letter and resume to firstname.lastname@example.org. Please put “Executive Assistant/Board Liaison” in the subject line. No phone calls please.
To apply for this job email your details to email@example.com