Executive Assistant to the Managing Director

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Executive Assistant to the Managing Director reporting directly to the Managing Director, provides high level administrative and strategic planning support in a one-on-one working relationship. May be required to work independently on projects while handling a wide variety of activities and confidential matters with discretion. Assist the General Management staff as required in any administrative capacity. Serve as Board liaison working   with Managing Director and the Chief Development Officer.  Coordinates projects related to ongoing Development Department initiatives with a focus on the current campaign.

JOB DUTIES:

  • Completes a broad variety of administrative tasks for the Managing Director, including but not limited to: managing and prioritizing a complex calendar of appointments; preparing correspondence; arranging detailed travel plans; completing expense reports; and dealing with confidential information and correspondence.

  • Research, prioritize, and follow up on matters identified by and/or addressed to the Managing Director. Recommend appropriate course of action, referral, or response.
  • Works regularly in coordination with the Assistant to the Artistic Director, and in the Assistant’s absence, supports the Artistic Director.
  • As needed provide meeting and technical support to facilitate other departments’ operations.

  • Coordinates and ensures the Managing Director’s complex schedule is followed and respected.  Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the Managing Director’s time.
  •  Facilitates strategic planning process as it relates to coordination of relevant schedules – company, board, fundraising, etcetera – to align meetings, building tours, board activities, etcetera.
  • Communicates directly with trustees, overseers, major donors, corporate executives, consultants and other key stakeholders, and serves as a resource in their interaction with the Managing Director.
  • Serves as point of contact for Board members, seeing to their commercial ticket requests, questions, and other needs related to their relationship with the Huntington.
  • Maintains discretion and confidentiality in relationship with all trustees and overseers.
  • Provides a bridge for smooth communication between the Managing Director and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
  • Works proactively and effectively with the Managing Director to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
  • Coordinates, compiles materials for, and attends board and other department and committee meetings over which the Managing Director presides and records minutes.  Disseminates minutes and supporting information on a timely basis.
  • Successfully completes critical aspects of deliverables, including letters, personal correspondence, presentations, and other tasks that support the Managing Director.
  • Prioritizes conflicting needs – handles matters expeditiously, proactively, and follows-through on tasks to successful completion.
  • Supports the Managing Director, General Manager, and Associate General Manager in negotiations with actors, directors, designers and playwrights, as needed.
  • As directed by the Managing Director and Chief Development Officer, conduct research, analyze data, and develop reports on nominating/governance prospects. 
  • Manages projects relating to Board nominations/governing processes, including establishing a protocol for on-boarding new board members and executing an orientation program. 
  • Executes special administrative projects as assigned by the Managing Director.

Qualifications:

  • BA/BS or equivalent; 2-3 years of arts management experience preferred. 
  • Superior written and oral communications skills.
  • Excellent interpersonal skills.
  • Ideal candidates would have an inquisitive nature and a desire to assist in the busy inner workings of a large regional theatre company.
  • Technologically savvy, including strong computer skills and cell phone knowledge.
  • A high level of organization and the ability to focus on details and deadlines are a must.
  • Adept at tactful and effective communication with a variety of constituents such as trustees, donors, visiting artists, and staff. 
  • Must be flexible, creative and self-motivated, and be willing to work extended hours on occasion, sometimes without much notice, to help the Managing Director or other staff members meet deadlines or manage workload. 
  • Must be able to handle confidential information with excellent judgment and discretion. 
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), and Adobe Acrobat

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