Executive Assistant

About the role

The Executive Assistant supports the Artistic and Executive Director and the Board and its Committees by managing internal communications and calendar, handling logistics for meetings, writing meeting minutes, managing records, and planning and executing internal events.

Responsibilities

• Keep organizational priorities moving forward by providing primary support for Schubert Club’s Artistic and Executive Director (AED), Board and Committees with courtesy, efficiency, integrity, accuracy, warmth and discretion.
  • Serve as the primary point of contact for the AED’s office, anticipating needs and managing competing priorities with sound judgment, discretion and attention to detail.
    • Serve as the primary liaison for the Board and Committee members, coordinating information and scheduling with and among members.
      • Manage scheduling, logistics, setup, cleanup, communications, and technology for all internal events and meetings, such as Board Retreat, Holiday Party, Board Orientation, Advisory Circle meetings, and Legacy Society.
        • Coordinate with co-workers to assist with events such as the Annual Luncheon, fundraising events or other special events.
          • Attend all Board meetings and designated Committee meetings in person to take minutes, assist presenters, and to provide setup, cleanup, and technology management.
            • Prepare reports, presentation materials, meeting agendas and other items as directed by AED.
              • Maintain and manage up-to-date records and archival materials for the AED and Board.
                • Prepare and distribute the annual Board and Advisory Circle Directory.
                  • Manage meeting requests and calendar for AED as directed.
                    • Cookbook travel arrangements and assist with expense tracking.
                      • Collaborate with staff of other Arts Partnership organizations on shared projects.
                        • Aid in Arts Partnership annual meeting and Board communications as requested by the AED.