The Executive Assistant & Board Liaison offers administrative support services to organizational executives and the Orlando Ballet Board of Directors. Work requires independent judgement and initiative on assignments that may be confidential and time sensitive. This individualmust be able to filter and prioritize client visits or phone calls, communicate on behalf of the executives they support, and manage information flow in a timely and accurate manner. Orlando Ballet is seeking a driven, self-motivated, highly organized individual with strong interpersonal skills, exceptional attention to detail, and a commitment to supporting Orlando Ballet in its mission to entertain, educate and enrich through the highest quality of dance.
Responsibilities include, but are not limited to:
Executive Support
· Coordinates, organizes, and assists with correspondence;
· Schedules, organizes, and facilitates activities such as meetings, lunches, reservations, travel, etc.;
· Coordinates, updates, and communicates edits to the various organizational and executive calendars;
· Completes accurate and detailed expense reports;
· Supports the Artistic Director and Executive Director’s relationships with donors and other key stakeholders.
Board of Directors Support
· Schedules and provides logistical support of meetings of the Board of Directos and its committees;
· Generates agendas and other materials for meetings of the Board of Directors and its committees;
· Attends all board and committee meetings and keeps minutes of all meetings;
· Maintains distribution lists and contact information for members of the Board of Directors and its committees;
· Monitors and tracks board performance, including attendance and compliance issues;
· Coordinates the process of new board member recruitment and orientation;
· Exercises judgment in maintaining Board information as confidential.
General Office Support
· Completes basic clerical duties such as answering phone, responding to emails, faxing, filing, data entry, etc;
· Answers phone calls in a polite and professional manner, forwarding and/or taking messages as necessary;
· Sorts and distributes mail;
· Maintains office and kitchen supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing orders, and verifying receipt of supplies;
· Create and maintain organization-wide calendar;
· Provides back-up administrative support to other departments as necessary;
· Other duties as assigned.
Required Qualifications/Skills:
· Minimum 3 years of work experience providing executive support
· Proven track record of ability to work independently, with great attention to detail and flexibility, in a fast-paced atmosphere under established time constraints
· Excellent organizational, customer service, and communications skills
· Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility
· Ability to observe strict confidentiality and discretion in all aspects of services provided
· Ability to work outside normal business hours at times to meet the needs of the organization
· Familiarity with Mac operating systems and high proficiency in Microsoft Office Suite and excellent calendar management skills
Preferred Qualifications/Skills:
· College degree or coursework in business, communications, and/or nonprofit management
· Demonstrated work experience in a nonprofit environment
· Familiarity with and affinity for the arts
To apply for this position, please send a resume and cover letter to kfabian@orlandoballet.org.
