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9 May 2022

Full-Time Executive Assistant to the President and CEO

Strathmore Hall Foundation Inc – Posted by Mac Campbell North Bethesda, Maryland, United States

Job Description

Organization Description

Strathmore is a nonprofit multidisciplinary arts center outside Washington, DC with multiple venues, strong community partnerships and robust educational programming. Spotlighting worldclass talent and serving as a launch pad for regional artists, Strathmore presents nearly 400 accessible and affordable events and exhibitions each year in the Music Center, historic Mansion, on our 16-acre campus, at AMP, and throughout the community. Based one-half mile outside the Capital Beltway in North Bethesda, Maryland, we are a public/private partnership with Montgomery County Government and serve the entire Washington, DC region and the state of Maryland with exceptional artistic experiences and opportunities to learn and connect. We are engaged in and committed to ongoing, institution-wide conversations to expand access and diversity, promote inclusion, and build equity for all.

Position Description


The Executive Assistant to the President and CEO serves as a key point of contact and high-level ambassador for internal and external constituencies on behalf of the President and CEO. This team member provides comprehensive administrative support to the President and CEO and is the primary administrative liaison to the Board of Directors (BOD), its committees, and the senior staff. The Executive Assistant to the President and CEO interacts frequently with board members, community leaders, performing arts professionals, major donors, and staff at all levels. This trusted administrative partner anticipates needs and initiates actions that improve effectiveness and productivity; is resourceful and adaptable, and steps in to fill important roles, when needed. The Executive Assistant to the President and CEO coordinates executive outreach and external relations efforts and supports special projects commissioned by the President and CEO. The Executive Assistant to the President and CEO is often the first impression of the institution for many key stakeholders and therefore assumes important responsibility for developing relationships with joy and curiosity. Accordingly, attention to details, excellent written and verbal communication skills, poise, and confidentiality are integral. The Executive Assistant to the President and CEO thrives in a creative, fast-paced environment and enjoys contributing to a community-centered, mission-driven institution.

Responsibilities

Executive Administration

• Provide comprehensive administrative support for the President and CEO that ensures a professional, responsive, and effective experience with the institution.
• Plan and manage day-to-day administrative activities for the President and CEO (such as scheduling, organization of materials and correspondence, travel arrangements and itineraries, meeting logistics, filing, professional memberships, expense reports, etc.).
• Help optimize use of President and CEO’s time with careful planning and coordination, filtering of requests, and with attention to priorities and follow-up.
• Serve as liaison with Advancement team, when needed, ensuring that the President and CEO has adequate preparation and materials for cultivation and fundraising activities.
• Assist, as needed, at Strathmore events, including functions and performances outside traditional office hours.

Board of Directors (BOD) Liaison
• Serve as organizational lead in scheduling and managing meetings of the BOD and its Committees. Related responsibilities include: coordinating and uploading agendas and materials for meetings to electronic portals, preparing binders, taking minutes at designated meetings of the BOD and its Committees and task force meetings, coordinating meeting preparation with the President and CEO and senior management team, and ensuring action points are followed-up as agreed in advance of meetings.
• Maintain BOD distribution lists and contact information, send out and track annual Conflict of Interest Forms and Disclosure Forms, Self-Evaluation forms, and update BOD Information and Confidentiality Forms.
• Schedule and coordinate new member orientation and the BOD Annual Meeting.

Support for Human Resources
• Initiate new employee enrollment and orientation with Strathmore and Montgomery County OHR
• Coordinate terminations of employees with Montgomery County OHR
• Enter new employees into the payroll system
• Oversee updates to the Employee Handbook
• Maintain personnel files
• Initiate with Strathmore accounting department Strathmore benefits programs for health care/dependent care flexible savings plan and 403(b) Tax Deferred Annuity Plan
• Communicate annual open enrollment season (October-November)
• Schedule annual staff performance reviews (June)
• Assist with posting of job announcements and routing of applications.
• Support positive office culture by helping organize employee appreciation initiatives.
• Other duties as assigned

Qualifications
• Minimum 3 years of prior experience in an executive assistant role, ideally in the performing arts or other fast-paced non-profit with some knowledge of human resources basics.
• Demonstrated ability to engage diverse stakeholders in person, by phone, and via email with a kind, service-focused, and professional demeanor.
• Proven capability to marshal outstanding organizational skills to improve efficiency and productivity.
• Significant experience creating confident written communication, with polished professional writing, and the ability to proof-read and craft institution documents.
• Demonstrated ability to exercise sound judgement, specifically, experience responding to and resolving unexpected issues.
• Proven track record of managing diverse projects and successfully delivering them on time, with a high degree of personal initiative and skill, managing up and across the institution.
• Demonstrated commitment to Inclusion, Diversity, Equity, and Access (IDEA), and strong alignment with Strathmore mission and values.
• Verified proficiency with Microsoft Office software, Concur, Paychex, and practical experience using databases (Tessitura is preferred).

STATUS AND SALARY

This is an exempt, salaried position. Competitive compensation and benefits are offered. Please submit salary expectation with application. Applications will be accepted until the position is filled. All contacts and correspondences will remain confidential.

How to Apply

Application and Inquiries (applications will be accepted until the position is filled). Please submit the following items: * Cover letter. * A résumé showing demonstrable accomplishments as indicated above. If submitting your application electronically (PDF), the email SUBJECT line must contain the words “Executive Assistant” Only qualified applicants will be contacted. Please direct all submissions to: Human Resources, hr@strathmore.org

Job Types: Full-Time. Salaries: 40,000 - 60,000.

Job expires in 25 days.

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