Executive Assistant, ArtsWave

The Executive Assistant is responsible for providing administrative support and meeting coordination to ensure ArtsWave operates in an efficient and professional manner. The Executive Assistant serves as a liaison to the board of directors and must enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. 

The Executive Assistant is responsible for providing administrative support and meeting coordination to ensure ArtsWave operates in an efficient and professional manner. The Executive Assistant serves as a liaison to the board of directors and must enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. This position reports to the COO. 

Essential Functions and Responsibilities

• Provide administrative support to the CEO and COO, including but not limited to scheduling of meetings, expense report management, invitation responses, donor stewardship and travel coordination
• Manage board, committee and other key stakeholder meetings by coordinating logistics and materials, inviting guests, and taking minutes
• Communicate directly, and on behalf of the CEO and COO with board members, committee members, donors and other key stakeholders
• Enter and update board and committee contact information and key touchpoints in CRM system, StratusLIVE
• Manage ExecutiveOffice@artswave.org inbox
• Assist with special projects and other general office tasks as needed or assigned
• Work as part of the ArtsWave phone support team and serve as primary back up support
• Serve as first point of contact and coordinator for groups interested in using ArtsWave’s meeting space
• Other duties as assigned, including occasional help on weekends or evenings at ArtsWave-sponsored events.

Required Competencies

• A strong work ethic and a high degree of reliability
• Ability to work in a fast-paced environment where priorities frequently change, and multitasking is required
• Strong initiative and ability to take ownership of work, work independently, and following through
• Strong attention to detail and high degree of confidentiality
• Commitment to continuous improvement
• Willingness to take on additional responsibilities as needed

Required Qualifications

• Bachelor’s degree preferred
• At least 3 – 5 years of experience working in executive support or meeting coordination roles
• Prior experience working with nonprofit boards preferred
• Proficient in Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint)
• Proficient in meeting scheduling tools
• Proficient in CRM systems
• Strong interpersonal and written communication skills
• Strong research and analytical skills

Compensation & Benefits

• Salary range: $50,000 - $60,000, commensurate with experience
• Health, dental, vision, and life insurance available
• 401(k) retirement plan which makes safe harbor matching contributions equal to 116.66% of an employee’s elective deferrals up to 6% of the employee’s compensation
• Hybrid work environment
• Paid parking
• 10 pre-determined paid holidays per calendar year
• PTO accrual based on years of service

About ArtsWave

With the help of tens of thousands of donors, ArtsWave supports more than 100 arts and community organizations that make our region an amazing place to live. We believe that the arts— music, dance, theatre, museums, festivals, and more —create a vibrant regional economy and a more connected community. ArtsWave is an equal-opportunity employer and is strongly committed to creating a diverse and inclusive environment where a variety of backgrounds, cultures, orientations, ideas, and talents can flourish.

To Apply

Send your resume and cover letter in one document to hroffice@artswave.org. Please use the words "Executive Assistant" in the Subject line. Incomplete applications will not be accepted. No calls, please.