Overview
Senior Administrator to the President & CEO Jobs in Boston, USA at Voices Boston
Senior Administrator to the President & CEO
Department
:
Executive Office, salary allocated across functions
Immediate Supervisor
:
President & CEO
Summary of Position
This is a high-impact role that blends traditional administrative support with mission-driven coordination, stakeholder management, and organizational insight.
Responsibilities Administrative
- Manages CEO’s calendar, schedules meetings, interfaces inter-departmentally with Vivo Performing Arts staff for scheduling needs (e.g. on performance days, coordinates with Artistic teams; for donor and board meetings, coordinates with Advancement team).
- Creates CEO’s briefing documents for Vivo Performing Arts performances and other public events, including VIPs to meet, talking points, etc.
- Attends many performances and events to “staff” CEO. Assists CEO to ensure successful fulfillment of responsibilities and goals at each performance. Takes notes and distributes following performances and events.
- Provides CEO materials in advance of each week for the purposes of meeting and schedule preparation. Acts as a trusted thought partner to the CEO.
- Drafts and edits correspondence (emails, letters, speeches) from the Executive Office.
- Coordinates CEO’s Vivo Performing Arts event tickets and guests with Box Office.
- Coordinates CEO’s travel and lodging, tracks CEO receipts and codes expenses in Divvy.
- Assists CEO in managing files and documents to ensure smooth day-to-day office operations for the executive office.
- Collaborates with the Marketing Analytics Manager on data and reporting requests.
Artistic Planning
- Facilitates internal communications across departments; acts as support for the artistic planning team but is not a decision-maker.
- Routes incoming communications from artists and their representatives and coordinates closely with the artistic operations team.
- When required for scouting, researches artists and performances for further consideration and tracks performances to attend, locally and afield.
- Participates in artistic planning meetings and community program meetings; acts as a notetaker and tracks action steps and follow-up.
- Coordinates communication between CEO, artistic consultants, and the Program Administrator as assigned.
- Contributes to special projects and supports the production team as assigned.
Qualifications
- Background in the performing arts, broad or multi-disciplinary knowledge preferred; conversant in musical and artistic disciplines; experienced in the creative process and comfortable in creative environments.
- Curious, resourceful, committed to learning, and intrepid.
- Experienced in a high-volume, fast-paced setting with excellent time management and multi-tasking skills; ability to prioritize and track complex tasks to completion.
- Presents well in professional settings (e.g., with donors, artists, and at performances) with a high degree of interpersonal respect, diplomacy, and confidentiality.
- Excellent written and in-person communicator with strong recall.
- Experience in scheduling required; experience with Microsoft Office Suite, including Outlook and SharePoint, preferred.
- Available to work a flexible schedule, evenings and weekends required; comp time available.
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Title: Senior Administrator to the President & CEO
Company: Voices Boston
Location: Boston, USA
Category: