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Job Title: Executive Assistant & Board Liaison

Department: Artistic  

Reports to: Executive Director and the Artistic Director

FLSA Status: FTE Exempt  

Salary Range: $72,000 - $82,000

EXECUTIVE ASSISTANT & BOARD LIAISON

Position Summary

The Executive Assistant & Board Liaison provides high level administrative and project support to the Executive Director and the Artistic Director and serves as the primary administrative liaison to the Board of Directors and Trustees.

This position provides critical support to the leadership of Miami City Ballet through exceptional organization, coordination, communication, and follow through. The Executive Assistant helps ensure that executive and Board priorities, commitments, and activities remain organized and on track while facilitating the flow of information across the organization.

This position works closely with the Senior Leadership Team, Board Chair, Committee Chairs, Directors and Trustees and requires sound judgment, discretion, responsiveness, initiative, and the ability to anticipate needs and manage multiple priorities in a complex and fast moving environment.

ESSENTIAL DUTIES & RESPONSIBILITIES include, but are not limited to:

Executive Support

·        Provide high level administrative and project support to the Executive Director and Artistic Director, supporting the effective use of their time and resources and the achievement of their goals and responsibilities.

·        Research, prioritize, and follow up on incoming issues and concerns, including sensitive or confidential matters. Exercise sound judgment in routing matters, identifying those requiring executive attention, coordinating responses and next steps, and scheduling meetings based on priority, timing, and context.

·        Maintain an organized system for the Executive Director’s email and electronic correspondence to support efficient review, follow up, filing, and timely retrieval of information and records.

·        Manage and coordinate executive calendars with attention to organizational priorities, preparation requirements, travel, deadlines, and focused work time.

·        Provide project support for assigned initiatives, coordinating timelines, tracking commitments and deliverables, facilitating communication, and following up with responsible parties. Elevate unresolved matters as appropriate.

·        Attend internal and external meetings on behalf of the Executive Director as requested to gather information, document decisions and next steps, and facilitate follow up.

·        Complete assigned executive deliverables, including drafting correspondence, presentations, briefing materials, and other materials supporting executive leadership.

·        Coordinate with Advancement staff to ensure the timely exchange of donor and prospect information and appropriate preparation and follow up for executive meetings.

Board Liaison:

·        Serve as the primary administrative contact for the Board and coordinate communications related to Board meetings, events, correspondence, and other activities.

·        Prepare, organize, maintain, and distribute Board materials, including meeting and retreat materials, member directories, reports, invitations, and other Board communications and resources.

·        Provide administrative and coordination support for Board succession and continuity planning, recruitment, committee composition and appointments, and the annual Board election process.

·        Coordinate new Board Member orientation and other Board development activities in collaboration with executive leadership, the Board Chair, and Senior Leadership Team.

·        Coordinate planning, logistics, preparation, and follow up for Board and committee meetings, including the annual meeting calendar, agenda process, meeting materials, and related correspondence.

·        Manage the administrative infrastructure supporting Board committees, including scheduling, materials, records, communication, and follow up. Maintain awareness of committee charters and elevate questions or concerns regarding committee scope as appropriate.

·        Attend committee meetings as requested to document discussions, decisions, and next steps. Ensure Board minutes are recorded and distributed in a timely manner.

·        Track governance related matters requiring Board or staff action and facilitate timely follow up.

Fundraising Support:

·        Coordinate with Advancement staff to support cultivation, stewardship, and campaign activities involving the Executive Director, Artistic Director, and Board Chair, including scheduling, communication, preparation, and follow up.

·        Coordinate travel and related activities involving Board members, donors, and prospects in collaboration with Advancement staff.

QUALIFICATIONS 

Education:

·        BA Degree preferred, or equivalent combination of education, training, and experience

Experience:

·        Minimum of 5 years of experience providing high level executive support, preferably including experience supporting a Board or senior executive leadership.

·        Experience working with high-net-worth individuals and key stakeholders preferred.

Key Qualities:

·        Demonstrates integrity, professionalism, discretion, and sound judgment and maintains the highest standards of confidentiality.

·        Highly responsible, dependable, and accountable, with consistent follow-through on commitments and deadlines.

·        Anticipates needs, identifies potential issues before they become problems, and takes appropriate initiative without requiring constant direction.

·        Remains composed and exercises good judgment in fast moving, high pressure, or changing circumstances, with the flexibility to adjust priorities and pivot as needed.

·        Decisive and resourceful within the scope of the position, with the judgment to know when to act independently and when to elevate a matter for executive attention.

·        Personable, polished, and professional, with the poise, diplomacy, and tact required to interact effectively with Board members, donors, senior leadership, staff, and external partners.

·        Excellent written and verbal communication skills.

·        Strong executive calendar management skills and an understanding of how to balance competing priorities, preparation requirements, deadlines, and focused work time.

ADDITIONAL SKILLS:

·        Ability to read, write, speak and comprehend English fluently. Spanish preferred but not required.

·        Proficiency with Microsoft Office products, including Word, Excel, Outlook, and PowerPoint, and videoconferencing tools including Teams and Zoom.

·        Experience with Canva, Tessitura, and Board management digital platforms a plus

To apply, please submit cover letter and resume to mcbjobs@miamicityballet.org

Miami City Ballet seeks to develop and nurture its diversity. Miami City Ballet is committed to maintaining an inclusive community that recognizes and values the inherent worth and dignity of every person; fosters tolerance, sensitivity, understanding, and mutual respect. Miami City Ballet is an EEO employer fully committed to achieving a diverse workforce. All individuals, including minorities, women, individuals with disabilities, and protected veterans are encouraged to apply.