Position: Executive Assistant
Department: Administration
Reports to: Artistic & Executive Director

The Executive Assistant reports to the Artistic & Executive Director, providing high-level, confidential, executive support. With a high degree of autonomy and based on thorough knowledge of the Director’s priorities and goals, manages the Executive Office, the Director’s calendar, the Director’s brand, and special projects involving the Director.

PRIMARY RESPONSIBILITES

Executive Office Support

  • Oversees and ensures that daily administrative operations run smoothly for the Executive Office. Handles administrative details on a variety of matters, including: making complex travel arrangements; tracking travel and office expenditures; scheduling meetings, monitoring & prioritizing emails, answering phones, processing reimbursements, etc., on behalf of the Director.
  • Participates in the development and implementation of efficient and effective organizational systems; manages information, projects and communications.
  • Manages Executive meeting calendar; understands the requirements of the Director, prioritizing issues according to urgency; and allocates time appropriately.
  • Serves as a strong liaison between the Director and Board Members, high-level donors, dancers, visiting artists, staff, and others. Stewards important relationships; assists individuals on behalf of the Director, as necessary.

Project Management

  • Manages and monitors projects the Director is involved in, identifies and gathers relevant data, maintains deadlines, reminds Director of matters that require immediate attention, and offers assistance and analytical support.
  • Research, compile, analyze, and summarize information; provides background information, talking points, reports, and briefing materials for the Director.

Board of Directors Liaison

  • Manages the creation and implementation of the Board of Directors annual calendar, including meetings, retreats, social activities, and specified committee meetings. Administrates Full Board and Committee Meetings, including generating agendas, all supporting documents, and minutes. Serves as liaison for Board Members, helping, assisting, or working with them on any issue they raise.

Communications

  • Forwards situations and issues presented by Board members, donors, staff, faculty and external constituents to appropriate staff members for resolution. Responds to inquiries from Board Members, dancers, staff, and the public on behalf of the Director.
  • Composes and edits written documents for the Director, such as agendas, summaries, reports, contracts, letters, directives, and visual presentations.

 

WORKING CONDITIONS:
General office environment in downtown Louisville. Workday potentially requires long hours and occasional weekends.

EFFORT:
Must be able to see, hear, and speak. Reaching, stretching, bending and regular use of fingers for entering/keying data are a routine part of the job. Must be able to lift, move and carry up to thirty-five (35) pounds, which may be accommodated. Work requires sitting for long periods of time and working at a computer screen. Must be willing and able to work with detail. Daily contact with other staff, members, visitors, vendors and other stakeholders.

MACHINES, TOOLS, EQUIPMENT:
Computer, printer, tablet, copy machine, scanner, fax machine and telephone.

MINIMUM QUALIFICATIONS:
High school graduate required. Post-secondary education or Associate degree in office management, business administration or related field is preferred. Three to five years of experience providing administrative support to a high-level executives or teams, preferably in the performing arts or allied industry.

Must be well organized, personable and able to exercise discretion and use sound judgment in dealing with people and confidential information.

Reasonable accommodations may be made to those who are able to perform the essential duties of the job. Must be able to pass any pre-employment tests.

SPECIALIZED SKILLS AND KNOWLEDGE:

  • Strong verbal communications skills; able to convey requisite information quickly and concisely, and actively listens to information being conveyed.
  • Excellent writing, editing, and proofreading skills, and other business English and written/composition skills.
  • Exceptional organizational and project management skills. Must have great attention to detail.
  • Considerable experience with brand standards, brand management, and marketing.
  • Demonstrated ability to manage multiple and sometimes conflicting due dates.
  • Exceptional customer services skills with a diverse population (i.e. multi-lingual, multi-national, and socially diverse).
  • Able to work effectively within tight deadlines and under pressure; able to multi-task within demanding timeframes.
  • Strong skills in analyses and complex problem-solving.
  • Able to use and maintain a high-level of discretion and confidentiality. Models professional behaviors of conduct and decorum.
  • Strong team player; assists others when necessary and appropriate.
  • Adaptable to changing situations and priorities.
  • Learns new tasks and job assignments quickly.

 

ADDITIONAL INFORMATION AND BENEFITS

  • JOB TYPE Full-time salaried, non-exempt
  • SALARY $30,000 – $40,000
  • BENEFITS Health/Vision/Dental
  • Louisville Ballet is an Equal Opportunity Employer.

 

HOW TO APPLY
Please follow this link to apply.