Executive Assistant & Board Manager

Position Title: Executive Assistant & Board Manager

Reports To: South Arts President and CEO

Purpose/Overview:

The Executive Assistant & Board Manager will provide exemplary executive support services and project management in a fast-paced non-profit arts organization to the President/CEO. They will serve as the non-management staff liaison to the Board of Directors and will excel in providing exceptional support services for all board-related meetings and activities.

Responsibilities 

Executive Services 

• Draft correspondence, agendas, and meeting minutes Conduct research and provide project management
• Contact tracking and communications
• Set appointments and itineraries for President & CEO
• Plan and book travel & accommodations for President & CEO and process travel documents and reimbursements
• May provide some administrative support to the VP of Strategy 

Board of Directors Management 

• Coordinate events and meetings related to projects and the Board of Directors to include, but not limited to: 
• Overseeing meeting/event logistics 
• Reserving any needed venues and equipment 
• Catering services coordination 
• Communicating with participants/constituents  
• Preparing documents, contracts, presentations and talking points​​   
• Draft correspondence, agendas, meeting minutes for board and committee meetings.
• Provide administrative support services to the Board of Directors and provide all logistical planning for Board of Directors’ meetings, including preparation of materials, logistics for committee and board convenings, and all hotel and travel plans. 
• Create and maintain board materials in On-board for Board of Directors and committees. Maintain board and assistant contact information in Salesforce, lists and meeting minutes as per South Arts retention policies.
• Provide support for board committees. 

Strategic Alliance 

• Draft correspondence to third party organizations, foundations and individuals as directed by President and CEO.
• Assist in drafting speeches and talking points for President and CEO and board members for meetings with other Regional Arts Organizations and various other grantor and foundation functions, meetings, and conferences.  

Required Skills 

• Office Administration and Management - Thorough knowledge of business and management principles involved in planning, resource allocation, and coordination of people and resources, Comprehensive knowledge of administrative office procedures and systems.
• Customer Service - Thorough knowledge of principles and processes for providing excellent internal and external customer service.
• Technology - Knowledge of office electronic equipment, and computer hardware and software. 
• Executive Support - Knowledge of the needs of a President and CEO; Anticipates needs and is initiatory.
• Critical Thinking - Uses logic and reasoning to understand, analyze, and evaluate complex situations and research information to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to the training needs identified; Combines pieces of information to form general rules or conclusions. 
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Interpersonal Relationships - Develops and maintains cooperative and professional relationships with employees, board, and constituents. 
• Judgment and Decision Making - Exercises appropriate judgment in establishing priorities and resolving complex matters; Considers the relative costs and benefits of potential actions to choose the most appropriate one. 
• Communication - Excellent ability to communicate complex ideas and proposals effectively in a fast-paced environment so others will understand to include preparation of reports, agendas, and policies. Excellent ability to listen and understand information and ideas presented verbally and in writing. Ability to handle all interactions and issues with poise, tact, and diplomacy and in a confidential manner.
• Coordination of Work - Ability to establish and implement effective administrative and management programs and procedures. Ability to plan and organize daily work routine. Establishes priorities for the completion of work in accordance with sound time-management. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines, and events.
• Confidentiality - Understanding of what information is sensitive and the necessity of keeping pertinent details confidential.   Travel to Quarterly Board Meetings and occasional other travel.

Education and Experience

• Bachelor’s degree in related field preferred. Specialized in any of the following: Fine Arts, Liberal Arts, Arts Management/Administration, Public Administration, Communication, Public Relations, Nonprofit Administration.
• At least 5years’ experience of managing projects and/or programs, in the arts, or related fields. At least 5 years’ experience of Office Administration with comprehensive knowledge of office procedures and systems and several years of executive assistant experience.
• Board management experience is required.

Physical Requirements

• Sedentary work - Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. 
• The employee is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures, transcribing, viewing a computer terminal, and extensive reading.
• Operation of office equipment such as copiers and shredders. 
• Use of fingers - Picking, pinching, typing or otherwise working, primarily with fingers.  

Company Requirements

• Support the overall mission of the organization. Support and assist with successful progress toward achieving current strategic plan.
• Support the overall Diversity, Equity, Inclusion and Accessibility (DEIA) plan and initiatives of the organization.
• Assist customers and/or constituents in a professional and timely manner.
• Lead budget planning and program forecasting for your area(s) of responsibility, if required for the position.
• The position is based out of our Atlanta, Georgia office.  Our current hybrid model requires in-office work three days per month.
• Travel and field work in the region, if required for the position. Other duties as assigned or required for successful implementation of responsibilities.
• Acceptance of job responsibility modifications as needed for alignment with any funding, program, or strategic plan modifications.

Accommodations

This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.

Salary and Benefits

Salary

• $60,000 annually. Negotiable depending on education and experience.    

Benefits

• South Arts offers an excellent benefits package that includes health, dental, and life insurance; long-term and short-term disability; vacation; paid holidays; and a 403(b) plan with company match.

Resumes and Cover Letters for Executive Assistant & Board Manager should be sent to: hrrecruiting@southarts.org

Due to the volume of candidates, we are unable to provide status updates to applicants or accommodate phone calls or walk-ins regarding open positions.

For more information about South Arts, please refer to our website at www.southarts.org.

Questions: Please contact Human Resources at hrrecruiting@southarts.org.

About South Arts

South Arts is a nonprofit regional arts organization. Our mission: advancing Southern vitality through the arts. South Arts was founded in 1975 to build on the South’s unique heritage and enhance the public value of the arts. Our work responds to the arts environment and cultural trends with a regional perspective. South Arts offers an annual portfolio of activities designed to support the success of artists and arts providers in the South, address the needs of Southern communities through impactful arts-based programs, and celebrate the excellence, innovation, value, and power of the arts of the South. For more information about our grantmaking, conferences/convenings, and other programs supporting artists, arts organizations, and communities, visit www.southarts.org.

Equity Statement

South Arts is an inclusive employer and adheres to Equal Employment Opportunity Commission standards. South Arts does not and shall not discriminate on the basis of race, color, ethnicity, national origin, religion, age, disability, genetic information, gender, gender expression, sexual orientation, pregnancy, marital status, military status, economic status, or geographic location in any of its activities or operations.