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Creative Alliance seeks an Executive Assistant

The Creative Alliance is Baltimore’s premier multi-arts venue with a mission to present and promote artists, performers, and filmmakers; engage diverse audiences; and improve the quality of life in Baltimore City through community-based arts and education programs.

Overview

The Executive Assistant provides high-level administrative support to the Executive Director with the day- to-day business of the organization including scheduling meetings and maintaining director’s calendar, preparing correspondence, coordinating travel, other related functions. This individual exhibits a high level of professionalism and possesses excellent written and verbal communication skills and interpersonal skills to interact with donors, board members, constituents, and staff under the direction of the Executive Director. This individual is a self-starter, extremely organized, has great time management skills, a strong ability to prioritize tasks, and has a keen eye for detail and highly developed problem-solving skills. Professional discretion and confidentiality are a must. The position reports to the Executive Director. This position is on site, with the potential for some remote work.

Primary Responsibilities

Administrative Assistance 70%

  • Plan and direct all administrative and operational activities for the Executive Director (ED)
  • Supports the ED in oversight and prioritization on critical issues and projects of high importance to facilitate decision-making.
  • Provide briefings and support to Executive Director for meetings, presentations, and events.
  • Communication: support internal and external communication, via in-person, phone, email, or mail. Work with the ED to manage communications with the Board of Directors, including creation and distribution of meeting agendas; take and distribute minutes for staff, Board, Executive, Governance, and Finance Committee meetings. Maintain ED’s, board, local government, VIP, and other constituent contact lists.
  • Scheduling: Maintain ED’s calendar by scheduling meetings, teleconferences and travel including itineraries, airline reservations, hotel accommodations, rental cars, and all other travel needs.

Office Management 30%

  • Support the front desk during daytime hours -greet and check in guests, answer incoming calls and direct them to the appropriate party.
  • Receive and distribute mail and packages.
  • Maintain Salesforce database, ensure consistent and proper data entry protocols; analysis and reporting of data; potentially act as a backup in building events in Patron Manager, prepare weekly reports.

Organization Participation Expectations: In addition to the job-related tasks for this position, Creative Alliance expects all staff to participate in organizational events and activities.

NOTE: This job description is not intended to be comprehensive. Employee may perform other related functions and responsibilities as assigned.

Skills/Qualifications

  • BA Degree and/or experience in arts administration, nonprofit, or related field preferred.
  • Highly skilled in Microsoft applications; Outlook, Word, Excel, Adobe, and Power Point required.
  • Knowledge of Salesforce, Patron Manager, or other ticketing software, and Airtable strongly desired
  • Project management experience is a plus.
  • Ability to handle confidential information with discretion.
  • Effectively communicate with Executives, Board members, donors, customers, and employees.
  • High level of organizational, time management and customer relations skills.
  • Detail oriented, accurate and able to act autonomously with minimal supervision.
  • Ability to work well under pressure and meet deadlines.
  • Ability to speak Spanish desired.
  • Able to lift 40 lbs.

Creative Alliance provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Salary Range— $40,000-50,000 per year. Actual salary will be based on relevant job experience and work history

Benefits: Creative Alliance offers a generous benefits package that includes:

  • Health, dental, and vision insurance at no cost to employees for individual coverage
  • Optional Simple IRA plan through Vanguard with up to 3% match of annual salary
  • 4 weeks of PTO beginning first year
  • 12 paid holidays and 3 floating holidays per year.
Salary Range
$40,000 - $50,000
Categories:
Administration
Employer Name:
Creative Alliance
Job Title:
Executive Assistant
Employer Website:
http://creativealliance.org
Employer Contact Information:
[email protected]
Benefit Package
Creative Alliance offers a generous benefits package that includes: · Health, dental, and vision insurance at no cost to employees for individual coverage · Optional Simple IRA plan through Vanguard with up to 3% match of annual salary · 4 weeks of PTO beginning first year · 12 paid holidays and 3 floating holidays per year.

Become a Member

As a member of GBCA, you will not only gain access to wonderful benefits, but you will also become an active participant in a broader cultural community. Your organization and employees will directly benefit from opportunities to collaborate, connect, learn, network and share with your colleagues in the cultural community. Join our growing constituency of over 300 individual artists and organizations representing the region's extraordinary range of arts, culture, history, heritage, humanities, and attractions.

Join Today

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Support for GBCA encourages transformational creativity throughout Greater Baltimore and ensures the continued progress of our region’s cultural community. Please consider making a gift to our Annual Fund today. Thank you!