Executive Assistant and Board Liaison

The Wallis Annenberg Center for the Performing Arts • Beverly Hills, CA

1d • $70,000 - $75,000 • Hybrid

About The Position

The Wallis Annenberg Center for the Performing Arts is seeking a dynamic and highly polished Executive Assistant and Board Liaison to coordinate and administer all activities and communications related to the Board of Directors while supporting the day-to-day administrative needs of the Executive Director & CEO. This role serves as a key point of contact for Board members, major donors, VIP artists, community leaders, and other high-profile stakeholders, requiring exceptional professionalism, discretion, judgment, and impeccable written and verbal communication skills. Additionally, this position provides fundraising and administrative support to the Executive Director & CEO, Director of Development, and CFO in support of Board and donor engagement efforts, including drafting correspondence, preparing presentations, reports, and briefing materials, and coordinating high-level meetings and events. Key responsibilities include managing the Executive Director & CEO’s complex calendar and priorities while providing comprehensive administrative support related to communications, travel, expenses, meeting logistics, and special projects. The Executive Assistant and Board Liaison is primarily an executive administrative and relationship-management role rooted in high-level coordination, communication, and organizational support rather than frontline fundraising or major gifts solicitation. The ideal candidate is an exceptional communicator and relationship builder who is comfortable interacting with high-profile individuals, managing sensitive information with confidentiality and diplomacy, and representing the office of the Executive Director & CEO with professionalism and poise. Candidates should have experience supporting busy executives, managing complex schedules, coordinating VIP interactions and events, and anticipating needs in a proactive, collaborative, and detail-oriented manner. A passion for the performing arts and the educational mission of The Wallis is strongly valued.

Requirements

• Minimum of 5 years of professional executive administrative support experience, including direct interaction with senior executives, Board members, major donors, VIPs, and/or high-profile stakeholders;
• Exceptional verbal and interpersonal communication skills, with the ability to represent the Executive Director & CEO and the organization with professionalism, diplomacy, warmth, and discretion;
• Strong writing, editing, and proofreading abilities, including experience drafting correspondence, reports, meeting materials, and communications on behalf of senior leadership;
• Demonstrated ability to interact confidently and effectively with Board leadership, donors, artists, civic leaders, and staff at all levels while maintaining confidentiality and sound judgment;
• Experience coordinating Board and Committee meetings, including scheduling, agenda preparation, minute-taking, follow-up, and governance support;
• Advanced proficiency with Microsoft Office Suite, particularly Outlook (complex calendaring), Word, PowerPoint, and Excel; familiarity with Canva and database/CRM systems preferred;
• Outstanding organizational skills and meticulous attention to detail, with the ability to manage multiple priorities and deadlines in a fast-paced environment;
• Highly proactive and resourceful, with the ability to anticipate needs, problem-solve independently, and adapt quickly to shifting priorities;
• Professional, collaborative, and service-oriented approach with strong relationship-management and VIP hospitality skills;
• Ability to work independently while also collaborating effectively across departments and with external stakeholders;
• Ability to exercise discretion and maintain strict confidentiality with sensitive organizational, donor, Board, and personnel information;
• Ability to work evenings and weekends as needed for Board meetings, performances, donor events, and organizational activities;
• Demonstrated professionalism, reliability, responsiveness, and strong work habits, including punctuality and preparedness;
• Quick learner with curiosity, adaptability, and a willingness to take initiative and learn new systems and processes.

Nice To Haves

• Bachelor’s degree preferred;
• equivalent professional experience and relevant training will also be considered;
• familiarity with Canva and database/CRM systems preferred;
• Passion for the performing arts and an appreciation for the mission and work of a multidisciplinary arts organization;

Responsibilities

• Provide high-level administrative support to the Executive Director & CEO, managing a complex calendar, prioritizing competing demands, and ensuring efficient day-to-day operations;
• Serve as a professional and welcoming point of contact for Board members, major donors, VIP artists, civic leaders, and other key stakeholders, handling communications with discretion, diplomacy, and exceptional attention to detail;
• Coordinate domestic and international travel arrangements, itineraries, meetings, and related logistics for the Executive Director & CEO;
• Draft, edit, proofread, and manage a wide range of correspondence, presentations, reports, agendas, briefing materials, and other executive communications;
• Prepare agendas and supporting materials for meetings; attend meetings as requested, capture minutes, and track follow-up actions and deadlines;
• Manage document flow, approvals, signatures, and records to ensure timely and accurate processing of materials and communications;
• Reconcile expenses, track departmental expenditures, and support budget administration and reporting for executive and administrative functions;
• Coordinate logistics for internal meetings, retreats, staff events, and leadership gatherings, including scheduling, catering, materials, and event support;
• Facilitate communication and relationship management with external partners, including the City of Beverly Hills, industry organizations, and other institutional stakeholders;
• Maintain professional memberships, organizational subscriptions, and related administrative records and communications;
• Support executive and development-related initiatives by tracking action items, deadlines, and follow-up related to donor, Board, and campaign activity;
• Coordinate Board and VIP ticketing requests in partnership with Patron Services and Box-Office teams;
• Manage office and administrative supply purchasing and related operational support functions;
• Serve as the primary coordinator and administrator for Board of Directors and Committee operations, ensuring clear communication, seamless scheduling, and effective meeting management;
• Coordinate all logistics related to Board and Committee meetings, including calendars, invitations, RSVPs, materials, venues, catering, and technology needs;
• Partner with executive leadership and Development staff to prepare Board agendas, presentations, reports, meeting materials, and post-meeting communications;
• Attend Board and Committee meetings as requested, record and distribute accurate meeting minutes, and monitor follow-up items and action steps;
• Draft and distribute high-level Board communications, including notices, updates, reports, and correspondence on behalf of the Executive Director & CEO and senior leadership;
• Support Board engagement and stewardship efforts by maintaining strong relationships with Board members and ensuring a high level of responsiveness and professionalism in all interactions;
• Coordinate onboarding and orientation for new Board members, including documentation, training materials, mentorship coordination, and annual renewal processes;
• Maintain accurate Board records and governance documentation, including bylaws, committee assignments, demographic reporting, attendance, giving records, and related data in Tessitura and other systems;
• Support Board recruitment and cultivation efforts by preparing candidate materials, coordinating interviews and meetings, and tracking recruitment activity and follow-up;
• Collaborate with Development and Communications teams on Board-related events, announcements, press materials, and recognition opportunities;
• Monitor Board and Committee budgets and maintain organized records related to governance activities and expenses;
• Perform additional duties and special projects as assigned in support of executive leadership and organizational priorities.

Benefits

• 100% paid medical benefits, including dental, vision and life insurance ($25,000) for the employee
• paid vacation, personal and sick days
• 401k
• paid parking
• Complimentary tickets are occasionally available for performances and events at The Wallis.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree