Executive Assistant & Office Manager
About The Position
The Executive Assistant & Office Manager is responsible for the day-to-day operations of The Zeiterion’s administrative offices and provides direct support to the President & CEO. The role coordinates internal administrative systems, manages organizational logistics, and serves as the central point for office-wide needs. With confidentiality, discretion, and professionalism, the position supports the smooth execution of executive functions and a well-functioning workplace, enabling senior leadership to focus on strategic priorities. It contributes to a supportive, inclusive, and imaginative work environment in a collaborative, fast-paced performing arts organization.
Requirements
- Strong organizational and time management skills.
- Excellent verbal and written communication skills.
- Proficiency with calendar and scheduling software.
- Experience with Office 365 programs.
- Ability to work independently and solve problems quickly.
- Customer service and interpersonal skills.
- Ability to learn and adapt to new programs and software.
- High level of discretion and professionalism.
Nice To Haves
- Experience with board or executive support.
- Experience with technology and equipment maintenance.
- Experience in the entertainment or events industry.
- Multilingual ability in Spanish, Portuguese, Kriolu (Cape Verdean Creole), Haitian Creole, or K’iche, in addition to English.
Responsibilities
- Provide high-quality, proactive administrative support to the CEO.
- Support the CEO with scheduling, travel planning, expense reporting, signing checks and other documentation, and preparing meeting materials.
- Coordinate logistics for board and senior team meetings, including agendas, materials, minutes, and follow-up documentation.
- Attend and take notes at key meetings as needed by the CEO.
- Coordinate and maintain systems, supplies, and workflows that support team productivity and communication.
- Manage general office operations, including bank deposits and IRA reports, supply ordering, contact lists, conference logistics, annual subscriptions and dues, equipment maintenance, mail handling, voicemail, printers and other office equipment, and vendor relationships for office needs.
- Facilitate internal communications and organizational calendar management to support operational alignment.
- Coordinate and execute logistics for staff and board events and initiatives.
- Serve as the point of contact for administrative inquiries and coordinate logistics for internal meetings and external visitors.
- Perform other duties as assigned.
Benefits
- Medical insurance.
- Dental and vision coverage.
- Retirement plan with employer match.
- Employer-paid short-term disability, long-term disability, and life insurance.
- Generous paid time off.
- Professional development.
- Tickets to performances.
- Wellness programs.
- Remote and schedule flexibility.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
