Executive Assistant

Job Title: Executive Assistant

Classification: Full-time, Exempt

Reports to: Executive Director

Compensation: Salary Range — $40,000 – $50,000. Actual salary will be based on relevant job experience and work history

Date Revised: March 4, 2024

The Creative Alliance is Baltimore’s premier multi-arts venue with a mission to present and promote artists, performers, and filmmakers; engage diverse audiences; and improve the quality of life in Baltimore City through community-based arts and education programs.

Overview:

The Executive Assistant provides high-level administrative support to the Executive Director with the day-to-day business of the organization including scheduling meetings and maintaining director’s calendar, preparing correspondence, coordinating travel, other related functions. This individual exhibits a high level of professionalism and possesses excellent written and verbal communication skills and interpersonal skills to interact with donors, board members, constituents, and staff under the direction of the Executive Director. This individual is a self-starter, extremely organized, has great time management skills, a strong ability to prioritize tasks, and has a keen eye for detail and highly developed problem-solving skills. Professional discretion and confidentiality are a must. The position reports to the Executive Director. This position is on site, with the potential for some remote work.

Principal Responsibilities:

Administrative Assistance – 70%

• Plan and direct all administrative and operational activities for the Executive Director (ED)
• Supports the ED in oversight and prioritization on critical issues and projects of high importance to facilitate decision-making.
• Provide briefings and support to the Executive Director for meetings, presentations, and events.
• Communication: support internal and external communication, via in-person, phone, email, or mail. Work with the ED to manage communications with the Board of Directors, including creation and distribution of meeting agendas; take and distribute minutes for staff, Board, Executive, Governance, and Finance Committee meetings. Maintain ED’s, board, local government, VIP, and other constituent contact lists.
• Scheduling: Maintain ED’s calendar by scheduling meetings, teleconferences, and travel including itineraries, airline reservations, hotel accommodations, rental cars, and all other travel needs.

Office Management  – 30%

• Support the front desk during daytime hours -greet and check in guests, answer incoming calls and direct them to the appropriate party.
• Receive and distribute mail and packages.
• Maintain Salesforce database, ensure consistent and proper data entry protocols; analysis and reporting of data; potentially act as a backup in building events in Patron Manager, prepare weekly reports.

Organization Participation Expectations: In addition to the job-related tasks for this position, Creative Alliance expects all staff to participate in organizational events and activities.

NOTE: This job description is not intended to be comprehensive. Employee may perform other related functions to meet the ongoing needs of the organization.

Qualifications and Education Requirements

Skills Qualifications:

• BA Degree and/or experience in arts administration, nonprofit, or related field preferred.
• Highly skilled in Microsoft applications; Outlook, Word, Excel, Adobe, and Power Point required.
• Knowledge of Salesforce, Patron Manager, or other ticketing software, and Airtable strongly desired
• Project management experience is a plus.
• Ability to handle confidential information with discretion.
• Effectively communicate with Executives, Board members, donors, customers, and employees.
• High level of organizational, time management and customer relations skills.
• Detail oriented, accurate and able to act autonomously with minimal supervision.
• Ability to work well under pressure and meet deadlines.
• Ability to speak Spanish desired.
• Able to lift 40 lbs.

Benefits:

Creative Alliance offers a generous benefits package that includes:

• Health, dental, and vision insurance at no cost to employees for individual coverage
• Optional Simple IRA plan through Vanguard with up to 3% match of annual salary
• 4 weeks of PTO beginning first year
• 12 paid holidays and 3 floating holidays per year.

Creative Alliance provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Application instructions: I have reviewed the content of this job description and acknowledge that I am able to perform the essential functions of the job, with or without reasonable accommodation.

Interested applicants should submit a resume, cover letter, three references to jobs@creativealliance.org. Incomplete applications may not be reviewed.