Administrative Assistant and Board Liaison

Position Description:

The Administrative Assistant and Board Liaison is a vital role that provides comprehensive administrative support to the Artistic Director and the Executive Director. This highly organized and proactive individual will oversee company-wide activities, manage complex scheduling, and handle essential administrative tasks to ensure seamless operations. The ideal candidate will possess excellent interpersonal skills, a keen attention to detail, and the ability to multitask efficiently in a fast-paced environment, fostering a positive experience for all internal and external stakeholders interacting with the organization and serving as a key point of contact for members of the Board of Directors and ensuring effective communication between the Board of Directors and the institution as a whole.

Key Job Duties:

• Organize the Artistic Director and incoming Executive Director's calendars, identifying and resolving scheduling issues.
• Manage and prioritize correspondence and information flow for the Executive Director and Artistic Director.
• Ensure the Executive Director and Artistic Director have the necessary information and preparation for internal and external meetings, including conducting research and gathering and analyzing information from relevant team members.
• Move Executive and Artistic Directors' priorities forward through follow-up within the organization.
• Respond to phone calls, mail, and e-mail, handling a wide range of information dissemination; compose and edit letters, emails, and other correspondence.
• Provide additional administrative support, including expense reports, travel coordination, meeting logistics, filing, copying, and mailing as required.
• Address inquiries and resolve issues promptly and professionally.
• Ensure all interactions reflect positively on the organization.
• Coordinate All-Staff meetings.
• Serve as key point of contact for the Board of Directors, scheduling board and committee meetings, preparing presentation decks, and providing other support as needed.
• Actively participate in creating a work culture that embodies the core values of TWB; Creativity, Commitment, Communication, Collaboration, Compassion, and Community.

Experience, Skills and Knowledge:

• Experience: 3-5 years in a fast-paced organizational setting; administrative experience in performing arts is a plus.
• Education: High school diploma or equivalent; office administration qualifications are a plus.
• Interpersonal Skills: Ability to interact effectively with partners and staff.
• Leadership: Capable of maintaining high standards and handling difficult conversations.
• Problem-Solving: Strong critical thinking and a drive for efficiency.
• Attention to Detail: Exceptional follow-through and accuracy.
• Teamwork: Able to work both independently and as part of a team.
• Time Management: Skilled in prioritizing tasks and meeting deadlines.
• Adaptability: Ability to manage competing priorities and adjust to challenges.
• Professionalism: Integrity, respect for confidentiality, and professionalism.
• Technical Skills: Proficient with business technology (Teams, SharePoint, Word, Excel, Outlook).
• Communication: Strong communication and organizational abilities