Executive Assistant and Board Liaison

Nashville Ballet

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Job Summary

Reports To: Artistic Director

Area of Responsibility: Administration

Position Summary: The Executive Assistant and Board Liaison is an essential member of Nashville Ballet’s support team. This person will be responsible for the overall support to our Executives and Board, special projects coordination, strategic planning, and internal communications.  The Executive Assistant and Board Liaison will work closely to support and build connections with the Board of Nashville Ballet.   

Essential Functions and Responsibilities:  To perform this job, an individual must perform each essential function satisfactorily with or without reasonable accommodation. This job is not hybrid and hours in the office are expected Monday – Friday, 8:00 am – 5:00 pm, unless modified due to other evening and weekend responsibilities as assigned. This job requires discretion and maintaining confidentiality.

Job Responsibilities

Assistant

• Manage, maintain, and coordinate the Artistic Director’s schedule, including any necessary meeting briefings and agendas.
• Coordinate all travel for Artistic Director
• Prepare materials, presentations, and other key communications to support the Artistic Director.
• At the Artistic Director’s direction and in collaboration with other leaders, supports various programmatic areas and fundraising events. 
• Identify problems and recommend solutions to the Artistic Director and with approval implement recommendations on an organizational basis. Operates with a high degree of independent judgment to relieve the Artistic Director of administrative and business detail.
• Creates and maintains systems to streamline business operations within the organization, removing obstacles to internal communication and collaboration.
• Alongside all full-time staff, act as day-of-event staff for various weekend and evening events such as performances, key fundraising events, etc.
• Work closely with the Director of Artistic Operations to manage studio time for the Artistic Director and communicate with all departments about availability.
• Support the Artistic Director’s roles with major donors in collaboration with the development department by communicating professionally, preparing materials for meetings, and utilizing Tessitura for donor research.
• Support Human Resources by scheduling interviews for leadership and welcoming new team members.

Board Liaison

• Serve as the Artistic Director’s administrative liaison to the Board of Directors including working with staff to prepare the Artistic Director’s board meeting reports, board meeting notes, and scheduling of all Board meetings including the individual committee meetings, etc.
• Attend all board and committee meetings with the Artistic Director and keep all minutes of meetings
• Ensure board engagement is in alignment with Nashville Ballet’s strategic plan.
• Oversee the process of new Board member recruitment and orientation that aligns with Board expectations as determined by executive leadership and the Board chair.
• Manage committee and task force efforts to best support yearly strategic goals.
• Proactively guide all Board committee work to ensure thorough and timely planning and execution.
• Exercise judgment in maintaining Board information as confidential.
• Oversee Board and committee meeting aspects in a timely and proactive manner for scheduling meetings, sending reminders, assisting in creating an agenda, and documentation of minutes.
• Maintaining a contact list regarding the Board members of the organization.
• Management of online board portal.

Attributes needed to be successful in this Role:

• Communication: required to work with team members of all levels, so effective and precise written and verbal communication skills are crucial.
• Proactive and self-starter – must be able to begin and manage projects on your own, with minimal prompting. A willingness to ask questions, and seek the resources from AD/CEO is essential for success.
• Leadership: acts as a leader, planning meetings and determining the needs of the business. The ability to lead in an effective and trustworthy way is important.
• Time management: responsible for the efficient management of the time of the Artistic Director. They use skills in organization and planning to prioritize tasks and set meetings, this allows the Artistic Director to use their energy for other business needs. 
• Problem-solving: Whether it is a conflict within the workplace or a problem with a vendor, customer, or partner, it is the role of the administrative assistant to take the necessary steps to overcome problems their organization faces.

Qualifications

Work Requirements and Qualifications: This is an extraordinary opportunity for a multi-talented multi-tasker with great organizational skills and extraordinary communication skills. 

Additionally, this individual will have the following experience and attributes:

• Minimum of a Bachelor’s degree and at least 3 years of progressive experience, preferably in a role supporting senior leadership.    
• Proven track record and prior experience relating to staff members and external constituents, including non-profit Board members.
• Strong interpersonal and communication skills; experience in effectively communicating key data, including presentations to senior management, board, or other outside partners.
• Maintains credibility through sincerity, honesty, and discretion; maintains a high level of confidentiality regarding sensitive information.
• High reasoning ability, emotional intelligence, and critical thinking.

Physical Demands:

The physical demands described here are a non-exhaustive list of those that must be met by an employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to handle, feel, talk, and hear.  The employee is frequently required to stand, walk, and reach with hands and arms above the shoulders.  The employee is frequently required to sit and occasionally stoop, kneel, crouch, or crawl.  The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the noise level in the work environment is usually low to moderate.

Disclaimer Statement:

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this document is intended to be an accurate description of the current job, circumstances may require that other or different tasks be performed (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).

Nashville Ballet is an equal opportunity employer.

Additional Information

Benefits

How to Apply

Please send a cover letter and resume to careers@nashvilleballet.com with “Executive Assistant and Board Liaison” in the subject line.  No phone calls, please. 

Details

• Date Posted: August 17, 2024
• Type: Full-Time
• Job Function: Administrative
• Service Area: Arts / Culture
• Start Date: 09/03/2024
• Salary Range: $45,000 - $55,000
• Working Hours: This job is not hybrid and hours in office are expected Monday – Friday, 8:00am – 5:00pm, unless modified due to other evening and weekend responsibilities as assigned.