Reports directly to the Chief Executive Officer, while duties may vary with the needs and preferences of the CEO, the primary responsibilities include scheduling, organizational support, and general administrative duties. The Executive Assistant also works collaboratively with members of the Senior Leadership Team to provide administrative and organizational support to the Board Chair, the of Board of Directors, and Latino Arts. This person is the primary point of contact internally and externally on scheduling matters pertaining to the CEO.
This role blends a high level of professionalism and customer service with advanced administrative and organizational skills. The Executive Assistant will handle confidential and nonroutine information regularly and alongside the Senior Leadership Team, will be actively involved in creating a positive workplace culture and standardizing workplace processes.
Essential/Primary Duties:
Executive Support
- First contact for guests to the Executive office. Assists guests with coats, beverages, meals and directions as necessary.
- Assists the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing the daily calendar of appointments and events; composing and preparing correspondence; arranging travel plans, itineraries, agendas, and compiling necessary materials, and documents needed for meetings. Primary owner of the calendar and all things related to the CEO’s calendar.
- Provides a customer-centric "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO’s time and office. Work with senior leadership on helping with follow-up.
- Works closely and effectively to keep the CEO well informed and prepared for upcoming commitments and responsibilities, following up appropriately.
- Provides a bridge for smooth communication between the CEO’s office and internal departments, supporting credibility and trust with staff at all levels.
- Communicates with senior staff on and coordinates logistics with meetings both internally and externally.
- Communicates directly and on behalf of the CEO with Board members, donors, staff and others on scheduling and calendars and on occasion matters as directed.
Latino Arts Support
- Administratively supports Latino Arts Managing Director with their Board meetings. Prepares the meeting agenda, takes Minutes, and compiles and assembles the Board meeting packet.
Board Support and Liaison
Serves as the administrative liaison to the Board of Directors and manages Board activities, which include coordinating Board meetings, dinners, Board staff lunches/receptions/new Board member orientations; compiles, assembles and distributes Board meeting materials and orientation binder.
- In conjunction with the Senior Leadership Team, coordinates all Board Committee meetings, maintains Board files and contact information; coordinates meetings both on and off-site to support the CEO’s agenda.
- Facilitates the smooth running of Board and Committee meetings, including ordering lunch, ensuring the conference room is prepped and ready, distributing materials, running meeting technology, and taking minutes.
- Maintains discretion and confidentiality in relationships with all Board members.
- Supports compliance with governance rules and regulations set in bylaws.
Management Liaison
- Prepares the agenda for Senior Staff meetings. Prepares an account (task list) of the meetings and designates and follows up on assigned action items.
- Facilitates the smooth running of meetings, including ordering lunch, ensuring the conference room is prepped and ready, distributing of materials, running meeting technology, and taking minutes.
Additional Responsibilities:
- Manages information flow in a timely and accurate manner. Quickly understands needs and requests and directs inquiries and requests for support to the correct leader as warranted by priority and leader areas of expertise
- Share information and updates with others, while ensuring clear, concise, and professional communication through reports, documentation, and written and other communications.
- Responsible for written and verbal communications through letters and phone calls. Including screening calls, message-taking, and setting up appointments.
- Support staff with committees as needed to achieve objectives, including, but not limited to, the development of reports, agendas, minutes, timelines, action plans, correspondence, and other presentation materials, as needed.
- Responsible for updating, email Distribution lists for senior staff and Board of Directors, and Board Committees.
- Maintain an organized office space including a paper and electronic filing system, categorized and in chronological order.
