Executive Assistant & Board Liaison
Job Description
Job Description
Essential Duties and Responsibilities:
Executive Assistant
● Completes a broad variety of administrative and clerical tasks for the CEO including managing an extremely active calendar, composing and preparing correspondence, managing emails, and compiling documents for meetings and travel-related activities.
● Plans and coordinates CEO’s schedule. Provides “gatekeeper" and "gateway" roles for direct access to time and office.
● Coordinates with Artistic Department in the alignment of the Artistic Director (AD) calendar.
● Provides executive, development, marketing, and administrative support.
● Researches, prioritizes, and follows up on incoming tasks and issues.
● Assists with written and verbal communications and interactions with internal and external stakeholders, to include drafting, editing, finalizing, and disseminating correspondence in a timely manner.
● Manages logistics, coordination, and planning for internal meetings as well as note taking. Ensures follow-up activities are identified and coordinated as requested.
● Represents CEO at internal and external meetings as needed.
● Supports donor cultivation and stewardship including timely follow-up on emails/phone calls/requests, special events, ticket arrangements to performances, and more.
● Supports marketing and promotional efforts including scheduling interviews and other related activities, ensuring CEO provides necessary inputs for approvals.
● Assists in set up for staff and external events as requested.
● Arranges travel including detailed travel plans, itineraries, and agendas.
● Provides email and technical support to the CEO and AD as needed.
● Provides personal assistance and support to the CEO and AD.
● Project manages key initiatives on behalf of the C-suite office, including but not limited to the Annual Report and newsletter.
Board of Trustees Liaison
● Sets and maintains meeting schedules and reminders for monthly board meetings and select committees.
● Provides coordination support in setting up meeting space for Board and select Committee meetings.
● Works in coordination with the Board Chair, CEO or staff liaison to compose agendas, motions, reports, and all preparatory materials for Board and select Committee meetings.
● Creates and disseminates a monthly newsletter with department liaisons.
● Prints all necessary materials, collects trustee RSVPs, tracks attendance, arranges catering and meeting logistics, and records minutes for all Board and Committee meetings.
● Designs and composes annual Director Orientation Kit and Board Directory.
● Schedules and organizes Board Orientation, including RSVPs, venue, materials, agendas, and other necessary elements to ensure a successful orientation.
● Collects personal and statistical information for Directors for distribution. Work with database coordinator to ensure that Trustees’ personal information is up to date.
● Provides support to select Committees as designated in preparing agendas and packets, recording minutes, and research/gathering information as requested.
● Ensures proper board hospitality by overseeing special ticketing requests and fulfilling in-kind donation requests.
Minimum Skills and Requirements
● Outstanding written and verbal communication skills with immaculate attention to detail.
● Must be able to demonstrate good relationship-building skills and work as a positive and effective team player.
● Must be able to be proactive and anticipate needs.
● Ability to handle sensitive and confidential information in a professional and discrete manner.
● Ability to concentrate and move easily from one project to another, multitask, and thrive in a fast-paced and at times demanding work environment.
● Strong administrative skills—including the ability to build Excel charts, create PowerPoint presentations, and be fully familiar with all Microsoft Word and Outlook functions.
● Strong respect for diversity and inclusion.
● A Bachelor’s degree or commensurate experience serving in an Executive Assistant role.
● A background in and passion for the arts—a plus.
● To be considered for this position, candidates must be willing to complete a background check.
Physical Requirements
This position requires daily use of office equipment. May need to lift up to 40 pounds.
EEO Statement:
LA Master Chorale believes our organization and our art is an inclusive space. We provide equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, gender identification, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. We invite you to join us!
Diversity Commitment Statement
Music is for everyone by everyone.
Diversity, equity, inclusion, and accessibility move us.
LA Master Chorale is committed to transforming our company to be more reflective of the diversity in our communities onstage, backstage, and in our offices, studios, classrooms, and boardroom.
Diversity, equity, inclusion, and accessibility are foundational to the mission and values of LA Master Chorale. We welcome and celebrate cultural differences, and all socioeconomic backgrounds, and embrace our responsibility to provide and prioritize access, inclusion, and belonging.
We are passionate about creating art that is innovative, reflective, and accessible. We will continue to create a professional and educational environment that is a safe place for expression for anyone who intersects with our organization. Through our inclusive environment, we empower everyone to share their unique stories, points of view, and ideas as we continually learn, improve, and develop.
The Los Angeles Master Chorale is an equal-opportunity employer. We comply with all applicable hiring laws and prioritize diversity at all levels of our work. Job applicants from all backgrounds are encouraged to apply.
Company DescriptionThe Los Angeles Master Chorale, the choir-in-residence at Walt Disney Concert Hall, seeks an Executive Assistant and Board Liaison to join our organization. Reporting directly to the President + CEO (CEO), this position is responsible for the successful administrative support of the Executive office. The EA will be responsible for timely support with calendaring, scheduling and coordination of meetings and minutes, creation of presentations, and travel. The EA will have the ability to work independently on projects and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. As the Board Liaison, this position will act as the direct interface with coordinating and supporting all board meeting functions. This position requires the ability to work in a fast-paced environment while remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality, which is crucial to this role.
Company Description
The Los Angeles Master Chorale, the choir-in-residence at Walt Disney Concert Hall, seeks an Executive Assistant and Board Liaison to join our organization. Reporting directly to the President + CEO (CEO), this position is responsible for the successful administrative support of the Executive office. The EA will be responsible for timely support with calendaring, scheduling and coordination of meetings and minutes, creation of presentations, and travel. The EA will have the ability to work independently on projects and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. As the Board Liaison, this position will act as the direct interface with coordinating and supporting all board meeting functions. This position requires the ability to work in a fast-paced environment while remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality, which is crucial to this role.