Executive Assistant

Company Description

The Crested Butte Center for the Arts began in 1987 when dedicated community members transformed a county maintenance garage into a hub for artistic expression. Today, the Center operates from an impressive facility, hosting over 200 diverse events annually, ranging from performances to educational programs. Its growth and success are a testament to the unwavering support of the Crested Butte community, fostering creativity and cultural enrichment. The Center continues to serve as a vibrant gathering place for art, culture, and connection.

Role Description

The Executive Assistant provides high-level administrative and organizational support to the Center’s Executive Director and Chief Business Officer, while coordinating the systems, communications, and logistics that support the Center’s fundraising and board engagement. This role sits at the heart of many of the Center’s key relationships and requires a high level of professionalism, responsiveness, and attention to detail. The Executive Assistant regularly interacts with donors, board members, and community partners, and plays an important role in maintaining strong, thoughtful relationships across these groups. This is a highly trusted position that requires exceptional communication skills, including the ability to represent the organization with clarity, professionalism, and care.

Key Responsibilities

• Manage calendars, scheduling, and meeting coordination for the Executive Director and Chief Business Officer
• Coordinate internal and external meetings, including preparation of materials and follow-up as needed
• Plan travel and logistics for donor visits and external meetings
• Serve as initial point of contact for incoming calls and requests for the ED and CBO, routing appropriately
• Support day-to-day administrative needs to ensure leadership can focus on high-impact work

Development Operations & Donor Support

• Process donations, including check handling, documentation, and database entry
• Maintain and ensure accuracy of the donor database
• Respond to donor inquiries and support donor communications
• Draft and send thank-you letters, gifts, and acknowledgment materials
• Track donor touchpoints and support follow-up for leadership

Board & Governance Support

• Manage board and committee calendars, scheduling, logistics, and hospitality
• Maintain board contact lists and records
• Prepare and distribute board materials and take meeting minutes
• Support board communications and follow-up
• Coordinate board-related documentation and compliance needs

Events, Fundraising, & Donor Engagement

• Support planning and execution of fundraising events, including the Arts Ball
• With the Event Manager and Operations Team, coordinate logistics for donor events, board gatherings, and alumni events
• Support Arts Ball committee coordination and communication
• Manage guest lists, invitations, RSVPs, and event follow-up
• Coordinate fundraising auctions

Organizational Administration & Operations Support

• Support required administrative filings and documentation (e.g., charitable status, state reporting, audit requests)
• Assist the CBO with minor bookkeeping and administrative financial tasks
• Provide general administrative support across departments as needed

Culture & Team Support

• Work with the ED to plan staff appreciation events, team gatherings and meals, and culture-building activities
• Support a positive, connected, and collaborative workplace environment

Qualifications & Qualities

• Exceptionally strong written and verbal communication skills, with the ability to write clearly, concisely, and in the voice of the organization’s leadership
• An excellent writer with strong grammatical style and attention to detail; able to draft polished donor and board communications with minimal oversight
• Highly organized with exceptional attention to detail and follow-through
• Proactive, resourceful, and driven; someone who takes initiative and consistently looks for ways to improve systems and outcomes
• Trustworthy and able to handle confidential information with discretion
• Strong interpersonal skills with the ability to build and maintain relationships with a wide range of stakeholders, including donors, board members, and community partners
• High level of professionalism, emotional intelligence, and responsiveness in all communications
• Strong time management skills and ability to manage multiple priorities
• Personable, warm, and engaging, with the ability to build authentic relationships with donors, board members, and staff
• A sense of humor and the ability to bring positive energy to the team

What Success Looks Like

• Leadership is well-supported, organized, and able to focus on fundraising and strategy
• Donor communications are timely, thoughtful, and consistent
• Board operations are smooth, organized, and well-coordinated
• Events and gatherings are well-executed and reflect the Center’s values
• Details are handled proactively, and nothing falls through the cracks
• The organization feels more connected, responsive, and efficient