Full-time Executive Assistant & Board Liaison

Description

Come work with us at Houston Ballet!    Picture yourself at an amazing organization committed to inspiring a lasting love and appreciation for dance through artistic excellence, exhilarating performances, innovative choreography, and superb educational programs.   Join us, and you'll be surrounded by creative teams who challenge you, support you, inspire you, and celebrate artistic achievement.  Enjoy a high level of autonomy and work flexibility including 1-2 days/week of remote work ability.

Be sure to include a resume and cover letter (combined into one document) when you apply. 

Summary:

The Executive Assistant and Board Liaison provides high-level, confidential administrative support to the office of the Executive Director. Duties are clerical, administrative and project-based and include scheduling travel and meetings, handling information requests, preparing reports/presentations and correspondence and liaising with the Board of Trustees. This position is often privy to confidential information and as such requires diplomacy and discretion.

Essential Duties and Responsibilities:

Include the following. Other duties may be assigned;

Executive Support:

• Primary support personnel to the Executive Director
• Complete a broad variety of administrative tasks for the Executive Director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed agendas and compiling documents and presentations for meetings
• Assist with trustee relationship management, organization, and reporting
• Manage Houston Ballet’s relationship with three major non-profit rating entities- Guidestar, BBB Wise Giving, Charity Navigator, and additional non-profit profiles
• Coordinate patron reporting and lists for organizational and development metrics
• Assist with visuals, tracking, and record-keeping of organizational statistics and metrics.
• Coordinate multiple diverse projects with several variables, set realistic deadlines, and manage timelines
• Conduct ongoing research and create content as requested by the Executive Director
• Coordinate and provide support for organizational meetings and events led by the Executive and Artistic Director
• Coordinate tickets to Houston Ballet performances as requested by Executive Director
• Demonstrate professional, positive, and approachable attitude/demeanor and discretion
• Work and communicate with a diverse group of people, including the Board of Trustees, patrons, the public and other Houston Ballet staff
• Clearly communicate to ensure precise and mutual understanding with department heads, Human Resources and/or appropriate personnel any information, mandates, appointments executed by Executive Director
• Demonstrate common sense, flexibility, and teamwork with the strong ability to exercise independent judgment
• General administrative and clerical tasks such as answering phones, faxing, mailing, filing and photocopying and other duties as assigned by Executive Director
• Maintain Standard Operating Procedures (SOPs) for Executive Assistant and Board Liaison

Board Development

• In addition to Full Board meetings, provide the primary support for Executive, Nominating, and Trustee Development committees
• Prepare meeting agendas and provide needed background information to the Trustees and Board leadership
• Schedule board meetings, handle logistics of board meetings including the set-up/breakdown of Board Room following meetings, sending materials for review prior to the meetings, taking and distributing notes and fielding general queries from Trustees, including the timely drafting and sending of meeting notices and agendas, meeting minutes, and other documents as needed
• Prepare content and visuals for presentations and reports
• Prepare and modify documents including correspondence, reports, drafts, memos and emails while effectively and accurately proofing own work
• Establish and maintain effective relationships with Trustees by building rapport, listening and responding to their needs

Qualifications:

• Bachelor’s degree and/ 1-2 years of work experience, ideally supporting senior managers/executives.
• Advanced proficiency with Microsoft Word, Excel, Outlook and Power Point
• Strong organizational and administrative skills
• Discretion and strong attention to detail
• Professional appearance and demeanor along with emphasis on social etiquette
• Solid writing, grammar, proof reading, editing and presentation skills
• Able to work evenings and weekends on rare but important occasions
• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to organize your time, prioritize tasks, stay motivated, adapt to changes, and effectively perform your work duties independently. 

Inclusion, Diversity, Equity, and Access & EEO Statement:

Houston Ballet is dedicated to creating meaningful change by cultivating a space that honors what is unique in all of us. Inclusion, Diversity, Equity, and Access (IDEA) are instrumental in the fulfillment of our mission and values. We recognize our responsibility to be an inclusive and open organization for students, artists, staff, trustees, and volunteers of all backgrounds. Join us, together we are Houston Ballet.

We are an Equal Opportunity Employer.   We provide equal employment opportunities to all employees and applicants for employment and prohibit 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.

Core Values:

Houston Ballet’s shared values are essential to our success as a world-class ballet company and academy. These values guide our decisions and behaviors and shape our culture.

• EXCELLENCE: We are passionate about results. Our programs are recognized and awarded for excellence. We are committed to delivering quality programs at the highest standard.  Work in all departments matches the caliber of the programming on stage.
• ENGAGED: We are proud to be a part of a company that produces art and trains artists. We attend performances and are tremendous advocates for the education and community engagement programs we offer. We are “all in” and well-versed in the mission of Houston Ballet.
• DRIVEN: We are driven to take goals and run with them.  We are excited to deliver results beyond expectations. We are accountable for our actions and work. We reinvent Standard Operations Procedures, leaving our jobs better than we found them. Much of our work product becomes the standard for individuals who will fill our roles in the years to come.
• COLLABORATIVE: We unite around Houston Ballet’s mission and support each other in reaching goals. We share information widely and generously and treat our team members, customers, and patrons with respect and sensitivity. We embrace inclusion, diversity, equity, and access. We recognize our responsibility to be an open, welcoming, and anti-racist organization where students, artists, staff, trustees, and volunteers of all backgrounds collaboratively learn, work and serve. We nurture the growth and understanding of how each of us fits into the larger picture and we celebrate organizational achievements.
• PATRON-CENTERED: Our patrons (subscribers/supporters/donors/stakeholders) are at the center of all we do and are at the top of our minds in our decisions and actions. Our patrons are delighted by the excellent customer service they receive at every interaction at Houston Ballet.

Qualifications