EXECUTIVE ASSISTANT

Job Description :

Reporting directly to the Executive Vice President and Chief Financial and Operating Officer (EVP CFOO), the Executive Assistant provides executive support and organization to the Office of Finance and Operations.

The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the EVP CFOO.

The Executive Assistant organizes and coordinates executive outreach and internal and external relations efforts; and oversees unique assignments.

The Executive Assistant must be organized, creative and enjoy working within an entrepreneurial environment that is mission-driven, results-driven and community-oriented.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple and possibly changing priorities.

The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Roles and Responsibilities :

• Completes a broad variety of administrative tasks for the EVP CFOO including : managing an extremely active calendar of appointments;
• completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas;

and compiling documents for meetings; procuring office supplies; collecting and distributing mail; and occasionally driving and picking up guests and / or packages.

• Plans, coordinates and ensures the EVP CFOO's schedule is followed and respected. Provides gatekeeper and gateway role, creating win-win situations for direct access to the EVP CFOO's time and office.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the EVP CFOO, including those of a sensitive or confidential nature.

Determines appropriate course of action, referral, or response.

Provides a bridge for smooth communication between the EVP CFOO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

This includes ensuring approvals of various documents including contracts are addressed timely.

Works closely and effectively with the EVP CFOO to keep her well informed of upcoming commitments and responsibilities, following up appropriately.

Acts as a barometer, having a sense for the issues taking place in the environment and keeping the EVP CFOO updated.

Provides leadership to build relationships crucial to the success of the organization and manages a variety of special assignments for the EVP CFOO, some of which may have organizational impact.

An example of this would be helping to create and manage a small intern program at the Colburn School.

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, meeting materials and other tasks that facilitate the EVP CFOO's ability to effectively lead.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on tasks to successful completion, often with deadline pressures.
• Maintain effective filing systems for easy retrieval of documents.
• Serves as the EVP CFOO's administrative liaison to Board Committees and maintains discretion and confidentiality in relationships with all board members;

and assists with board committee meeting scheduling and setup, and meal planning as needed.

• Adhere to compliance with applicable rules and regulations set in bylaws regarding Board and Board Committee matters, including advance distribution of materials before meetings in electronic / paper format.
• Conducts research and edits and completes first drafts for written communications and presentations.
• Coordinate logistics for visiting dignitaries and special guests.

Qualifications :

• Extremely strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, Board members, vendors external partners and donors.
• Expert level written and verbal communication skills (required); ability to take meeting minutes (required) and create executive-level communications in Word and PowerPoint (preferred but not required).
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity and ability to handle ambiguity and change.
• Self-starter and highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer / client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Positive attitude and ability to use tact, diplomacy and discretion in handling confidential information.

Education and Experience Requirements :

• Bachelor's degree preferred
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat
• Minimum three years administrative assistant or related experience.
• Project coordination or project management experiences a plus.
• Some production, events planning, or marketing experience / interest preferred.

Compensation and Benefits :

The compensation for this hourly, non-exempt position is $30 - $37 per hour. The Colburn School offers excellent benefits including : medical, dental and vision insurance plans;

Long Term Disability, Short Term Disability and Life Insurance plans; paid sick leave and vacation; a 403(b)-retirement plan with a generous employer matching contribution.

This position is available immediately.

ABOUT THE COLBURN SCHOOL

The Colburn School provides access to quality instruction for young people who possess a passion for music, dance, and drama, so they may further explore their interests and continue developing their talents.

Colburn's renowned faculty guide students through classes appropriate and catered to their age and skill level. The Colburn Community School of Performing Arts provides music instruction to beginners of any age as well as to those who want to hone their skills or participate in one of the School's ensembles, orchestras or choirs.

Highly gifted pre-college students may apply to study at the Colburn Music or Dance Academies, and college-age students prepare for careers in music performance through certificate and bachelors and masters degree programs at the Colburn Conservatory of Music.

The staff and faculty of the Colburn School are committed to bringing music and dance performances and education into the greater community so others can experience the many benefits associated with the performing arts.

Every year Colburn students and faculty present hundreds of free or affordable performances in Colburn's beautiful, professional theaters on campus as well as in prestigious venues around Los Angeles.

The Colburn School partners with 15 Los Angeles Unified School District schools, 13 of which receive Title I funding, to provide interactive and engaging concerts and instructional sessions to 5,000 students every year.

Colburn's goal is to accommodate students in developing a lifelong appreciation for the performing arts whenever possible without the constraints of financial concerns, awarding over $500,000 in need-based scholarships to the Colburn Community School of Performing Arts every year.

All students at the prestigious Colburn Conservatory of Music receive full tuition, room and board scholarships and are admitted based solely on talent regardless of socioeconomic background.

This is Colburn's access to excellence promise.

LOCATION

The Colburn School is located in Los Angeles, California at the center of the thriving downtown arts and cultural corridor.

Its immediate neighbors are the Walt Disney Concert Hall, Dorothy Chandler Pavilion, The Music Center, Grand Performances at California Plaza, The Broad, and the Museum of Contemporary Art.