Job Overview and Position Objectives:

This position serves as the liaison to the Board of Trustees and Advisory Council. The liaison ensures detailed and documented communications, coordinated meetings and the required tracking systems are in place and well maintained. It includes, but is not limited to communication, scheduling, event planning, records, and archives in support of each. This position will interface with all departments as required and will be the administrative support to the Senior Director of Philanthropy and Executive Director, as necessary.

Responsibilities:

• Liaise with Board of Trustees, Advisory Council Chairs, and members as required.
• Function as Recording Secretary for Committee meetings and the Board of Trustees.
• Prepare documents for Board and Committee meetings as required.
• Maintain all data for the Board of Trustees.
• Keep all by-laws, policies, and procedures of the Board of Trustees, including all legal documents.
• Create and maintain a comprehensive record system for hard copy and electronic files as required.
• Maintain all resource materials as well as preparing display and meeting support packets.
• Maintain and document weekly appropriate interaction of all relationships in the organization’s databases.
• Assist the Development team in coordinating activities and reporting for all Board and Advisory members.
• Attend all meetings as required.
• Coordinate all aspects for event execution including reserving spaces and virtual meeting transmission.
• Coordinate and execute the setup for all meetings, including supplies, refreshments, and dining as needed.
• Administrative support to the Development department, specifically directed by the Senior Director of Philanthropy and Executive Director.
• Maintain confidentiality of meetings.
• Oversee all AV needs for virtual events and/or presentations.
• Attend any special events as required by the Development team including performances.
• Perform all other duties as assigned.

Education and Experience:

• Bachelor’s degree in arts administration, fundraising, event planning or leadership preferred.
• Three years’ experience in development and/or event planning preferred.
• Detail oriented individual able to multi-task and work under high pressure conditions.
• Able to work collaboratively with internal and external stakeholders.
• Experience utilizing Microsoft 365 (including Outlook, Excel, Teams, PowerPoint) and Zoom.
• Experience in Tessitura software strongly preferred.

Position Status:

This is an exempt full-time position. The hours are typically Monday through Friday, for a 40-hour work week. The position requires a work schedule to ensure that the goals and objectives are accomplished. Weekends and evenings will be required to meet the operational needs of the company and position.