Job Description

The historic nonprofit Carolina Theatre of Durham is seeking an experienced Executive Assistant.

The Carolina Theatre of Durham, Inc. is a 501(c)(3) non-profit organization which manages the City-owned historic Carolina Theatre complex including the 1,000-seat historic Fletcher Hall and two cinemas which screen independent film, as well as festivals and retrospectives, 365 days per year. The organization presents more than 50 Star Series performances per year in Fletcher Hall and provides more than 35 educational performances for more than 15,000 school children from 12 counties in our Arts Discovery series. Fletcher Hall is also home to a number of performing arts resident companies and hosts a variety of non-profit and commercial events throughout the year.

Core Duties:

The Executive Assistant to the CEO is responsible for providing comprehensive support to the CEO, Board of Directors, and Executive Team, and managing the organization’s office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. Fantastic computer skills, polished written and verbal communication, and a high-touch customer service focused personality are essential as is impeccable time-management skills, organization, and follow-through.

 ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Act as a liaison and provide support to the Board of Directors, and Board committees. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials, handle AV needs; record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
• Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
• Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
• Work with the Executive Team and Board to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
• Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
• Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Provide leadership to all levels of the organization to meet their current and future information needs. Supervise IT consultants.
• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
• Provide event management support to the Executive Offices as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Answer main phone line and respond to inquiries.
• Process and distribute daily mail.
• Invest in building long-lasting relationships both externally and internally.
• Other projects/duties as assigned for the overall benefit of the organization.

EXPERIENCE:

Minimum of three years of successful and significant executive support experience, including supporting C-level executives. Nonprofit board support experience is highly-preferred.

QUALIFICATIONS:

Successful candidates will possess the following qualifications:

• Strong ability to execute work with a diversity, equity, and inclusion lens.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications) sufficient to troubleshoot with our out-sourced IT Team.
• Strong verbal and written communication skills, writing and editing e-mails, drafting memos, and preparing communications on the CEO’s behalf
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funding partners.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential.
• Ability to switch gears at a moment’s notice.

WORK ENVIRONMENT

• Thrive in an intense, do-it-yourself, start-up type environment.
• Ability to work well within a cross-functional team environment and among diverse constituents.

COMPENSATION:

This full-time, exempt management position includes health, dental, vision, disability, and life insurance benefits and a generous PTO program. Pay range is dependent on experience and ranges from $50,000-$60,000. Hours are variable and include some nights and weekends.

How to Apply

Job Categories: LGBT. Job Types: Full-Time. Salaries: 60,000 - 80,000.

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