Executive Assistant & Office Manager
About The Position
The Executive Assistant & Office Manager will be responsible for the day-to-day operations of The Z’s administrative offices and provides direct support to the CEO. This role is responsible for coordinating internal administrative systems, managing organizational logistics, and serving as the central point for office-wide needs. Acting with confidentiality, a high degree of discretion and professionalism, the role ensures seamless execution of executive functions, contributes to a well-functioning workplace, and enables senior leadership to focus on strategic priorities. This role plays a key part in advancing our mission and contributes to a supportive, inclusive, and imaginative work environment. The ideal candidate is highly organized, detail-oriented, and thrives in a collaborative, fast-paced performing arts environment.
Requirements
- Strong organizational and time management skills
- Excellent verbal and written communication skills
- Calendar and scheduling software proficiency
- Experienced with Office 365 programs
- Ability to work independently and quick problem-solving
- Customer Service and interpersonal skills
- Able to learn and adapt new programs/software as needed
- High level of discretion and professionalism
Nice To Haves
- Experience with board or executive support
- Experience with tech and equipment maintenance
- Experience in entertainment/events industry
- In addition to English, multilingual Spanish, Portuguese, Kriolu (Cape Verdean Creole), Haitian Creole, or K’iche.
Responsibilities
- Providing high-quality, proactive administrative support to the CEO
- Supporting the CEO with scheduling, travel planning, expense reporting, signing of checks and other documentation, and preparation of meeting materials
- Coordinating logistics for board and senior team meetings, including preparation of agendas, materials, minutes, and follow-up documentation
- Attending and taking notes at key meetings as needed by the CEO
- Coordinating and maintaining systems, supplies, and workflows that enable team productivity and communication
- Managing general office operations, including bank deposits and IRA reports, supply ordering, contact lists, conference logistics, annual subscriptions and dues, equipment maintenance, mail handling (incoming and outgoing), voicemail system, printers and other office equipment, and vendor relationships for office needs
- Facilitating internal communications and organizational calendar management to support operational alignment
- Coordinating and executing upon logistics for staff and board events and initiatives
- Serving as the point of contact for administrative inquiries and coordinating logistics for internal meetings and external visitors
- Other duties as assigned
Benefits
- Medical insurance
- Dental & vision
- Retirement plan with employer match
- Employer-paid STD, LTD, Life
- Generous paid time off
- Professional development
- Additional perks: Tickets to performances, wellness programs, and remote and schedule flexibility.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
