Executive Assistant To Ceo

Yerba Buena Center for the Arts

The Executive Assistant provides day-to-day and high-level support to the CEO, executive team and to the Board of Directors. This is a strategic and facilitative role that requires focus and flexibility, diplomacy and discretion, leadership, and initiative. As the CEO’s trusted counsel and partner, the role requires a high level of emotional intelligence, self-motivation and strong analytical skills. The diverse duties of this position include day-to-day strategic calendar management, facilitation of CEO-initiated and YBCA-wide projects, and coordination with and facilitation of YBCA’s Leadership teams, including the Board of Directors.

The successful candidate will embody our organization’s core values:

Abundance: We operate from a place of strength, with a spirit of empathy and generosity.

Authentic Collaboration: We are engaged and interconnected.

Personal Agency: We are empowered and accountable.

Boldness: We create with courage and purpose

Responsibilities
  • Maintain strategic meeting, speaking and travel calendar for the CEO. Manage action items and forward movement; manage expense reporting, screen calls, and conduct research and writing projects.

  • Develop draft communication on behalf of CEO and other leaders ranging from regular organizational updates, monthly notes to employees, and follow-up on correspondence.

  • Ensure follow-up on projects assigned by CEO to staff members with weekly reports back to CEO on status of projects.

  • Work closely with the CEO to manage and support both internal and external projects and in some cases may be identified as the project manager. Help lead, maintain and track progress on internal initiatives, provide documentation support at meetings, and serve as point-person for external guests using YBCA conference rooms, as directed by the CEO.

  • Serve as primary liaison to the Board of Directors including acting as the key point of contact between Board Members and the Executive office; create and maintain Board documentation and correspondence; help plan, arrange and provide on-site coordination of bi-monthly and ad-hoc Board and Board Committee meetings; ensure overall communication needs between Board and Executive office are met.

  • Proactively identify issues that could impact the successful execution of the CEO’s commitments. This responsibility involves elevating those issues about which the CEO should be aware and framing/positioning ideas to resolve problem/mitigate risk and identify alternative means of handling pressing issues.

  • Support values, team-building and culture initiatives, including participation on the All-Staff committee, managing the Service Award purchases and distribution, planning annual staff retreat, company off-site and onsite events.

  • Provide administrative support to Chief Producer and Chief Operating Officer as needed.

  • Provide support in office and facilities administrative tasks including but not limited to Hub, kitchen area and copy room in absence of the Facilities Coordinator.

  • Interface effectively with colleagues at all levels of the organization, and represent YBCA effectively with all external constituents (artists, audiences, vendors, donors, etc.) demonstrating an understanding of the YBCA structure and practices, mission, vision, and core values.

  • Help foster a culture of teamwork, openness, supportiveness and fun, along with dedication to delivering quality work on time.

  • Assists in the implementation of office policies and procedures.

  • Other duties as assigned.

Requirements
  • Minimum four (4) years’ experience supporting executive-level roles, including complex scheduling, managing projects and Board of Directors interface.

  • Experience working in a non-profit, arts or arts-related organization strongly desired.

  • Able to work a schedule that will require occasional evenings, weekends.

  • Self-motivated, proactive, detail-oriented, with the ability to work independently, collaborate and follow through with projects.

  • Excellent written and verbal communication skills, flexibility, and sense of humor to keep it all in perspective.

  • High level of interpersonal skills and judgment to handle sensitive and confidential situations with tact and poise, including demonstrated ability to work well with people of diverse backgrounds and roles.

  • Ability to prioritize assignments and work under the pressure of tight deadlines.

  • Proficiency with Windows and Macintosh platforms, G-Suite, Word, Excel and database knowledge required; experience with Asana, Base Camp, Drop Box, Nextonia, Expensify a plus.

  • Familiarity and ability to troubleshoot fax, postage, and copy machines.

  • Interest and willingness to work alongside contemporary works of art and performances which present challenging and provocative subject matter.

How to Apply

Email your resume, cover letter, and desired salary to jobs@ybca.org and include Assistant to CEO, your name in the subject line of your email.

Please, no phone calls, drop–ins, or faxes — really. While we love your enthusiasm, due to the volume of applications and our limited resources, we will respond only to applicants we intend to interview. If you receive our automated thank you, we have received your resume and there is no need to follow up.

Principals only. We do not accept resumes from third parties and we will not pay fees to any agency or firm. Any unsolicited resumes received will be considered the property of YBCA and will be processed accordingly.

Yerba Buena Center for the Arts (YBCA) is committed to diversity in its programming and in creating a work culture and environment that is reflective of San Francisco Bay Area demography. The Center encourages and actively recruits applicants representing dimensions of difference that include — but are not limited to — age, national origin, ethnicity, race, religion, ability, sexual orientation, gender or political affiliation.

YBCA will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance (SF Police Code, Article 49).

Contact
Posted on April 9