Executive Assistant to Executive Director
Reporting to the Executive Director, the Executive Assistant serves as a primary point of contact for internal and external constituencies for the Executive Office; organizes and coordinates executive scheduling; outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment that is mission-driven, results-focused, and arts-centered.
The ideal candidate will have the ability to exercise good judgement in a variety of situations. They will possess 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 to handle a wide variety of activities and confidential matters with discretion
Areas of Responsibility:
- Completes a broad list of administrative tasks for the Executive Director, including:
- coordination of an active calendar of appointments.
- organizing workflow and incoming requests.
- completing expense reports.
- managing paper and electronic filing.
- documenting meetings with clear and effective minutes.
- composing and preparing correspondence that is sometimes confidential.
- arranging detailed travel plans, itineraries, and agendas.
- completing preparatory documents for meetings and events.
- Plans, coordinates and ensures that the Executive Director’s schedule is followed and respected.
- Serves as both a connector and a pathway to solutions as necessary in matters pertaining to direct access requests for Executive Leadership.
- Communicates directly, on behalf of the Executive Director with artists, donors, members and staff in a respectful and discreet manner.
- Provides a bridge for smooth communication between the Executive Director’s office and internal departments, cultivating credibility, trust and support with senior management staff.
- Works closely and effectively with the Executive Director to keep her well-informed of upcoming commitments and responsibilities. Maintains a finger on the pulse of internal and external matters related to the operations of Steppenwolf Theatre and provides regular briefings, gathering reports from internal departments and external partners.
- Manages a variety of special projects, with a keen attention to detail and a particular focus on meeting deadlines.
- Prioritizes conflicting needs, approaches matters proactively, and follows-through on projects to successful completion.
- Maintains discretion and confidentiality in relationships with all staff, ensemble and board members.
- Supports the Executive Director in ensuring compliance with applicable rules and regulations set in bylaws regarding board, ensemble and board/ensemble committee matters, including advance distribution of materials before meetings of committees managed by the Executive Office.
Successful candidates will:
- Good at listening and anticipating others’ needs
- Good at planning and managing for successful outcomes.
- enjoy assuming responsibility,
- support the work of others,
- find opportunities to take the initiative,
- do what is needed to ensure that everything runs smoothly.
- A minimum of 5-7 years of executive assistant experience (or equivalent) preferred, with strong administrative, organizational, scheduling, problem-solving, and technical skills.
- Effective written and oral communicator with a confident, diplomatic, discrete, and trustworthy demeanor.
- Excellent time management, deadline management, and multi-tasking skills.
- Highly proficient in Tessitura, Microsoft Office (Office 365, Outlook, Word, Excel, PowerPoint, etc.), Adobe Acrobat, and Zoom. Comfortable with and adept at learning new systems.
- Highly motivated with a strong organizational skills and attention to detail and accuracy. A demonstrated ability to see the big picture while tending to the position’s varied and detailed work.
- Flexibility, teamwork and a sense of humor. Capacity to work collaboratively in a bustling performing arts environment with high volume of work. Ability to work comfortably and develop relationships with people and colleagues who hold diverse perspectives.
- Commitment to the Theater’s mission and core values of ensemble, innovation and citizenship.
Salary range: $45,000-$55,000 with excellent benefit package for full time employees, including medical, dental, vision insurance, short-term and long-term disability insurance, life insurance, vacation pay, paid sick time, personal days, Ventra transit benefit program, employee assistance program and 401(k) matching retirement program.
How to apply:
Interested candidates should submit a cover letter, resume and three references by following this link by July 17, 2021.