EXECUTIVE ASSISTANCE

• Provides a wide range of complex administration and support for The Moth’s Executive Director, Artistic Director and Executive Producer

• Serves as the principal administrative contact and liaison with all external and internal constituents including storytellers, funders, creative and business partners, advisory committees and the Board of Directors

• Manages complicated scheduling with accuracy and efficiency, and understands management’s priorities

• Assists in setting the agenda for recurring internal meetings central to the companies core processes such as the All Staff and Executive Team meetings.

• Writes correspondence on behalf of the Executive team as needed

• Provides research for important meetings and projects

• Prepares materials for meetings with the Board of Directors

• Supports the Director of Creative Operations in licensing requests and other legal matters

• Maintains organized contact lists, assists with special invitations for Moth events and oversees gifts for holidays and special occasions

• Prepares data, audio, video and other materials as needed for special projects and weekly editorial meetings

• Liaises with interns and other staff members when additional support is needed

• Handles expenses, receipts and financial data

• Ensures handling of tickets for special guests of the Executive Team and Board

• Upholds the strictest level of confidentiality

OFFICE COORDINATION:

• Implements and maintains procedures and office administrative systems

• Schedules and manages all aspects of the office’s monthly services including internet and cell phone providers, copier, cleaning and plant maintenance, watercooler, A/C and HVAC systems and all associated invoices and COIs.

• Handles all communication with the office building’s security and management teams, including all of the office’s infrastructure needs like plumbing, lighting, freight elevator, etc.

• Conducts weekly, monthly and quarterly inventories and restocking of office supplies, paper products, as well as pantry items and oversees The Moth’s storage facility in the building

• Oversees mail handling and distribution

• Maintains the proper appearance of entire office

• Oversees the office’s IT consultant and communicates with them about needed maintenance of the office’s IT systems, conference lines, video conferencing and associated tech upgrades

IDEAL CANDIDATE:

The Executive Assistant and Office Coordinator is ideal for a motivated person who enjoys working within an entrepreneurial environment that is mission-driven and community-oriented. The ideal individual will have a demonstrated ability to exercise good judgment in a variety of situations, be adept at written and verbal communication, possess strong administrative and organizational skills, and have the ability to maintain a realistic balance among multiple priorities. The Executive Assistant and Office Coordinator will have the ability to work with all levels of management and staff as well as the organization’s Board of Directors. At least three years prior experience in an administrative or similar role is required. Ideally the candidate will have a strong appreciation for the performing arts and storytelling.