Executive Assistant

Overview

The role

The PAC is looking for a proactive and highly capable individual to join our team as an Executive Assistant to the Chief Development and Marketing Officer (CDMO). In this role, the EA will offer day-to-day administrative support to the CDMO, as well as planning and follow-up support for all meetings and projects under the CDMO’s purview. This role will work closely with members of the PAC’s Board, donors, artists and sponsors, making it vital that this person has excellent attention to detail and the ability to act with confidentiality and discretion. As someone who will shadow the CDMO, this role presents a fantastic opportunity for someone with an interest in arts administration and a desire to learn and grow in a fast-paced, dynamic environment.

Your key responsibilities

• Provide comprehensive administrative support to the CDMO, including calendar management, scheduling and organizing in person and virtual meetings, and preparing meeting agendas.
• Shadow the CDMO in internal and external meetings. Take notes in meetings and follow up with stakeholders on action items.
• Conduct thorough research and prepare briefing materials, including donor and influencer prospecting. Synthesize findings and brief CDMO, as required.
• Support the development of memos and reports needed for the Executive Director, board, and board chairman.
• Prepare deck and presentation templates, and work with relevant teams to finalize materials on behalf of the CDMO.
• Oversee and monitor the CDMO’s management of external relationships, including donors and board members. Track action items and progress against relevant relationships.
• Interact with high level donors, influencers, board members and board chair on a regular basis.
• Manage travel booking and expenses, as required.
• Provide support for events, including monitoring guest lists and following up on priority invitations.
• Develop a strong understanding of departmental goals, and a knowledge of the programming of the PAC.

What it takes to be successful in the role

• Highly organized with the ability to manage multiple streams of work at the same time; flexible and able to pivot priorities on a daily basis.
• Thrives in a fast paced, dynamic environment, with the ability to maintain high standards despite tight deadlines.
• An innovative thinker, with the ability to quickly synthesize information and present it with confidence.
• An active problem solver, with strong project management, communication, and research skills.
• Proven ability to work with Board members, donors and external stakeholders with a high level of professionalism and discretion.
• Intellectually curious about development and marketing and the performing arts.
• Proven ability to build strong working relationships across a complex organization.
• Understands and supports the mission of the PAC

Our ideal candidate will also possess

• Experience as an Executive Assistant, specifically at the Executive Director or CDMO level.
• Prior experience working in a start-up culture.
• Deep knowledge of, or experience working in, the performing arts or a cultural organization.
• Experience managing relationships and information flow from consultants and/or agencies.

Salary and Benefits information

The annual salary range for this role is $60,000 and $70,000 plus full benefits. Our benefits package includes health, dental, vision, life, accidental death and dismemberment and disability benefits, and self-insured dental, vision and health care and dependent day care flexible spending accounts. Full time employees are eligible for paid time off and 401K enrollment with employer match.