What are the responsibilities and job description for the Executive Assistant position at Eugene O'Neill Theater Center?
The Executive Assistant (EA) reports directly to the Executive Director (ED) and is responsible for the management of all day-to-day operations of the Executive Office and providing overall administrative assistance to the Executive Director. The EA will also serve as a link between the Executive Director and the O’Neill staff, members of the general public, faculty, students, donors, corporate partners and theater patrons.
The Executive Assistant will manage the ED’s day-to-day calendar, including making appointments and prioritizing the most sensitive matters, coordinating travel and preparing communications for the ED, working on any development events and initiatives to facilitate the relationship between the ED and the Board of Trustees and major donors, and assisting the management of special events and fundraisers on behalf of the Executive Office.
Candidates who may thrive in this position possess strong verbal and written communication skills, have the ability to work independently and make sound decisions, are highly organized, and possess a keen eye for detail.
Additional duties and tasks may include:
- Advanced ‘scheduling tetris’; including meeting organization, travel booking, video-conferencing management, and coordination with external organizations and their teams
- Preparing communications for the ED including agendas and remarks for internal and external meetings
- Assisting the ED to establish and maintain relationships with community and government leaders
- Tracking expenses and managing reimbursements for ED
- Attending meetings, and taking and distributing minutes for each
- General office management for the Executive Office; including manning the executive and main phone lines, sorting mail for the Executive Office, and various filing/ organizational duties
- Managing organization-wide master calendar
- Working with the Department of External Relations to coordinate ED’s public facing events
- Acting as a welcoming and respectful representative to all O’Neill guests, students, visitors, and vendors
- Occasionally working evenings and weekends
Attributes/Skills:
- Bachelor’s degree and 2 or more years of experience as an administrative assistant or office manager
- A minimum of one year of experience working in theater administration
- Expert knowledge of Microsoft Office Suite
- Excellent written and verbal communication skills
- Superior time managements skills with an exacting attention to detail
- A motivated and intuitive self-starter with the ability to work independently and with teams, prioritize tasks, and problem solve in a multi-faceted environment with minimal supervision
- Ability to treat confidential information with appropriate discretion
- A welcoming personality, sense of humor, strong interpersonal skills and professionalism
Must reside locally or be able to relocate
Salary in the Mid $40,000’s, including standard company health and dental benefits