Job Title : Executive Assistant to the Executive Director
Department : Executive Office
Reports To : Executive Director
Directly Supervises : N / A
Classification : Full-time, Exempt, Benefits
Start Date : Immediate
Compensation : $91,698 to $107,814 DOE
About San Francisco Ballet
San Francisco Ballet is one of the world's leading dance companies, renowned for its artistry, innovation, and commitment to the development of ballet. We are dedicated to enriching lives through the power of dance, presenting world-class performances, engaging our community through education and outreach, and fostering a vibrant artistic environment.
Position Summary
The Executive Assistant is a highly organized, proactive, and discreet individual who provides comprehensive administrative and logistical support to the Executive Director and the Executive Office. This role is critical to the smooth functioning of the organization, requiring exceptional communication skills, the ability to manage multiple priorities, and a commitment to maintaining the highest level of professionalism and confidentiality. The Executive Assistant will provide critical support for the Executive Director, handling sensitive information and ensuring the efficient flow of communication within and outside the organization.
Key Responsibilities
- Executive Support to the Executive Director :
Calendar Management : Manage the Executive Director’s complex calendar, including scheduling appointments, meetings, and travel arrangements. Proactively anticipate conflicts and ensure efficient time management.
Communication Management : Screen and prioritize all incoming communication (phone, email, mail), responding to inquiries, and drafting correspondence on behalf of the Executive Director.Meeting Preparation : Prepare agendas, gather necessary materials, and ensure smooth logistical arrangements for meetings (catering, room setup, A / V support, cleanup). Record minutes and follow up on action items as required.Travel Management : Coordinate all aspects of domestic and international travel, including flights, accommodations, visas, and itineraries.Expense Reporting : Prepare and submit expense reports accurately and in a timely manner.Document Management : Organize and maintain electronic and paper files, ensuring confidentiality and easy access.Special Projects : Assist with special projects as assigned by the Executive Director, conducting research, gathering data, and creating presentations.Executive Office Support :Office Management : Maintain the overall organization and functionality of the Executive Office, ensuring a professional and welcoming environment.
Meeting & Special Events Coordination : Schedule and coordinate meetings and special events involving multiple stakeholders across departments.Communication Liaison : Serve as a point of contact for internal and external stakeholders, maintaining positive relationships and facilitating effective communication.Document Preparation : Format, proofread, and finalize various documents, including reports, presentations, and correspondence.Data Entry & Management : Maintain and update databases and systems with accurate information.General Administrative Support : Handle general administrative tasks such as filing, copying, faxing, and mailing.Supplies Management : Order and maintain office supplies, ensuring adequate stock levels.Confidentiality and Discretion :Handle sensitive and confidential information with the utmost discretion and professionalism.
Maintain confidentiality regarding all organizational matters, financial information, and personnel issues.Relationship Management :Build and maintain strong working relationships with staff, board members, donors, and external partners.
Represent the Executive Director and the organization in a professional and courteous manner.Additional Details
Work Arrangement : Onsite 5 days / week for the first 90 days, transitioning to a hybrid schedule thereafter.Probationary Period : 90 daysPosition Qualifications
Education and Experience :Bachelor's degree required.
Minimum of 5-7 years of experience providing executive-level administrative support, preferably within a non-profit or arts organization.Proven experience managing complex calendars and coordinating travel arrangements.Experience working with confidential information and demonstrating discretion.Experience with budgeting and expense reporting.Skills and Abilities :Exceptional Organizational Skills : Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines in a fast-paced environment.
Excellent Communication Skills : Excellent written and verbal communication skills with the ability to communicate effectively with individuals at all levels.Proficiency in Technology : Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Suite, and experience with Tessitura or similar CRM / database (preferred).Strong Attention to Detail : Meticulous attention to detail and accuracy in all tasks.Proactive and Problem-Solving : Ability to anticipate needs, identify problems, and develop effective solutions.Professionalism and Discretion : Maintain the highest standards of professionalism, ethics, and confidentiality.Adaptability and Flexibility : Ability to adapt to changing priorities and work effectively under pressure.Team Player : Ability to work collaboratively with a team and contribute positively to a supportive work environment.Interest in the Arts : Passion for the arts and a strong interest in ballet preferred.Physical Demands :Typical office environment with extended periods of typing and other desk work.
Flexibility to work evenings and run errands as needed.Application Procedure
We prefer you apply online
NO CALLS, PLEASE
San Francisco Ballet Association is an Equal Opportunity Employer committed to employing a diverse staff.
Qualified applicants with arrest and conviction records will be considered for the position in accordance with the Fair Chance Ordinance (FCO).
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Salary : $91,698 - $107,814
