Executive Assistant

Responsibilities include, but are not limited to:

• Provide high-level administrative support to the President and Sr. Vice President with daily administrative duties.
• Manage complex calendars, scheduling meetings, appointments, and complex and detailed travel arrangements and itineraries, while proactively identifying and addressing scheduling conflicts.
• Participate in planning meetings with President and liaise with other staff, gathering and sharing information on behalf of and with President, taking notes, and tracking follow-up action items and staff assignments
• Field all internal and external requests for meetings with the President and Vice President.
• Coordinate board meetings, draft agendas, prepare presentations, and ensure the President and Vice President are prepared with relevant material and information in advance of meetings.
• Maintain President’s contacts and update institutional databases; ensure regular upkeep of information, including data clean-up, address updates, and other data entry as necessary.
• Assist with Executive and board projects, including preparing presentations for meetings, speaking engagements, and other meeting materials. When needed and appropriate, facilitate sharing of materials between staff and other departments.
• Handle administrative details independently, while exercising good judgment in keeping the
• President and team members adequately informed.
• On special occasions order lunch for guests of the executive team, ensuring conference rooms are ready for guest with refreshments
• Greets guests of the leadership team, escorting them to meeting locations
• Gives tours of the workshops and event spaces to guests, as needed
• Manage special projects as assigned by the executive team

Board Liaison:

• Act as main liaison for board members, facilitating organization of quarterly meeting scheduling, and communicating special board member details and needs to President and
• Development Director
• Provide administrative and strategic support regarding Board matters; schedule and attend all Board Meetings, prepare minutes and agendas, note and track follow-up action items.
• Maintain accurate and up-to-date records of board items and data; edit narratives explaining the scope of work of Board Resolutions.
• Maintain discretion and confidentiality regarding all Board and Executive Committee Members.
•  Establish excellent working relationships with the Chairman and Members of the Board of
• Directors in verbal, written, and electronic correspondence

Powerhouse Arts is a safe, inclusive workplace for people of all backgrounds and walks of life. We strongly encourage you to apply if you are from a marginalized or underrepresented group. The requirements listed are guidelines, you don't have to satisfy every requirement or meet every qualification listed. If 80% of what you read fits you, or if you have skills that are transferable, please apply.

Qualifications

• Minimum of 5–8 years of administrative assistant experience, including 2+ years supporting senior executive leaders within a fast-paced nonprofit organization; an arts background is a plus.
• Highly organized and detail-oriented
• Proactive problem solver and communicator
• Solid written and verbal communication skills; excellent proofreading skills
• Significant experience writing and editing correspondence
• Demonstrated initiative and flexibility working both independently and as a member of a team, an accountable self-starter
• Flexible, creative, organized, thorough, and resourceful
• Fluent in G Suite, Microsoft Office Suite, Mac, and Dropbox platforms
• Comfortable using and/or learning communication and project management tools such as Asana, Zoom and Slack
• Previous experience supporting senior executives and managing complex calendars is preferred, as well as the ability to work well under pressure in a busy and dynamic environment

Compensation & Benefits: Salary range is $70,000-$80,000 and commensurate with experience.

Benefits include health insurance, an employer-sponsored retirement plan, generous paid vacation, and a Citibike membership.