The executive assistant is primarily responsible for supporting the day-to-day functions of the president/CEO, including but not limited to, managing the calendar, scheduling and organizing meetings, maintaining detailed records, drafting correspondence, and preparing presentations. The person acts as an extension of the president/CEO and must be able to play an active role in creating an inclusive environment, establishing positive relationship with senior leadership, staff, the board of directors, and a wide range of external contacts. This position requires the ability to manage deadlines, be proactive and efficient, work with little supervision, handle multiple shifting priorities, and function inside and outside the organization with an elevated level of discretion and confidentiality.
Principal duties and responsibilities
Supports the President/CEO and Leadership Team
- Manages the President/CEO’s calendar, arranges meetings and assists in coordinating the calendars of participating parties.
- Prepares and executes internal and external correspondence.
- Prepares presentations.
- Organizes and collects data for various annual reporting requirements.
- Assists with developing the agenda for meetings. Attends meetings, taking notes, following up on action items, and maintaining a record of meeting materials. May be responsible for setting up the room, working with IT and event staff.
- Manages expenses for the president/CEO and ensures expense reports are accurate and submitted on time.
- Provides general administrative assistance for the president/CEO and leadership team.
- Other work as assigned.
Supports the Board of Directors
- Serves as primary day-to-day staff contact with board members.
- Assists with development of board and committee agendas, meeting scheduling, and maintenance of the board calendar and board member website.
- Works with the events team regarding the location, catering, set-up and take-down of board and committee meetings and meetings with outside stakeholders.
- Attends all full board meetings and attends committee meetings as requested; transcribes minutes; organizes follow up communication and maintains record of meeting materials.
- Prepares presentations, attend meetings and coordinates meeting logistics.
- Arranges business-related travel for president/CEO, staff, board, and clients.
- Bachelor’s degree or equivalent experience.
- Excellent communication skills, both written and verbal.
- Ability and commitment to a collaborative and productive work environment that values diversity, equity, and inclusion.
- Able to build strong relationships with a wide variety of people (staff, board, and external parties).
- Excellent calendar management skills and ability to coordinate multiple schedules.
- Strong organizational and time management skills; able to prioritize, problem-solve effectively with change.
- Exercises sound judgement.
- High attention to detail.
- Proactive, flexible, and resilient.
- Able to keep confidential information private and secure.
- High level of proficiency in Microsoft Office Suite programs, especially MS-Word, MS-PowerPoint, and MS-Outlook.
Physical and Schedule Requirements
- Must be able to work nights, weekends and on call, as necessary.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the assigned and essential functions.
Disclaimer: The above statements are intended to describe the general nature and level of work performed by employees assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and qualifications. Management reserves the right to change or modify such duties as required. All employees are responsible for following applicable Hennepin Theatre Trust policies and procedures as defined by their manager or Employee Handbook.
Hennepin Theatre Trust provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability or genetics.