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Executive Assistant and Board Liaison

 

We are currently seeking a dynamic Executive Assistant and Board Liaison to join our team, reporting to and supporting the Executive Director (ED). This position will interface with many of the organization's stakeholders - the Board of Directors, Managing and Artistic Director, government and private funders and the leadership team. This position will coordinate day to day operations of the ED's administrative office and will be the ED's overall administrative partner, including coordinating the ED’s calendar. This person will also serve as a core point person and “fixer” for JALC’s Board of Directors, handling requests from calendar and event information to interfacing with other JALC staff and departments to ticket requests, and more.

The successful candidate must have experience working with senior executives and impeccable judgment and presence. The person must combine creative and critical thinking and be a fast, effective and practical problem solver, embrace working independently, and be willing to tackle projects both large and small. Whether answering the phone or solving problems for the JALC Board chair, this person must be comfortable working across many different types of activity. This person must have the judgment and experience to make many administrative decisions quickly and keep things moving in a dynamic, fast paced environment and be extremely reliable around ensuring calendars are up to date and comprehensive and be proactive. To succeed in this position, the successful candidate will be exceptionally well spoken and professional, very well organized, positive and optimistic, high energy, and of impeccable integrity.

This position will greet people of all levels in a welcoming manner and be approachable, courteous, and committed to making every interaction a positive one. Strong customer service capability and excellent professional telephone manner is necessary, and a demonstrated history of developing and maintaining positive relations with internal and external contacts is important. Must exhibit independent and sound decision making on complex and non-routine matters. Must be able to prioritize among competing urgent demands and exercise good judgment and common sense in managing unexpected and at times, challenging situations.


Responsibilities

  • Act as a liaison to ensure smooth communications between the ED and a broad range of constituents including board members, funders, partner organizations, and staff
  • Serve as a primary point of contact for each member of the JALC Board – be accessible to JALC’s Directors: an effective problem-solver with whom JALC’s Directors enjoy interfacing.
  • Review and prioritize the ED's calendar using independent judgment and initiative to ensure it is accurate and contains all relevant information and documents.
  • Provide highly confidential support with high standards and unimpeachable integrity.
  • Maintain a comprehensive, detailed list of all ED to-do's and assist in scheduling and completing them.
  • Provide administrative and clerical support to the VP, HR and the Chief Financial Officer (as time permits per direction of the ED).
  • Maintain Board contact lists, bios, committee lists, and other relevant information and be proactive about supporting other departments to that end, particularly Development.
  • Handle space scheduling issues and any subsequent changes.
  • Prioritize and manage tasks for the ED; follow-up with Leadership Team and managers in a timely manner.
  • Safeguard the integrity of confidential information and conversations.
  • Complete other relevant duties as needed.


Qualifications

  • Bachelor's degree required with a minimum of five (5) years of direct experience with heavy administrative demands.
  • Demonstrated ability to work effectively with a broad range of senior executive-level individuals.
  • Collaborative team player able to create, contribute to, and thrive in a fast paced, ambitious and demanding work environment.
  • Possess tact, integrity and exceptional judgment about how to handle confidential and complex situations with discretion.
  • The ability to manage multiple tasks simultaneously with superior verbal and written communications skills.
  • Display exceptional emotional intelligence through the abilities to listen, follow instructions, grasp concepts quickly and intuitively, and express thoughts and ideas effectively.
  • Exhibit an "always on" mentality to respond to issues, with flexibility to remain accessible to the ED and Board members during non-business hours.

We offer a comprehensive benefits package, including generous PTO, medical, dental, and a 403(b) plan. Interested applicants should send a cover letter and resume to careers@jazz.org. Please include Executive Assistant and Board Liaison in the subject line. Jazz at Lincoln Center is an equal opportunity employer.

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