Executive Assistant

Eugene O'Neill Theater Center•Waterford, CT

144d•$40,000 - $45,000

About The Position

The O'Neill is seeking an experienced theater administrator to assume the role of Executive Affairs Assistant (EA). This person is the principal administrative support staff for the Executive Director (ED) and performs a variety of strategic functions to assist the ED in the execution of her responsibilities. This person reports directly to the ED. They will assist the Executive Director with projects and program initiatives and will work closely with the External Relations department to support fundraising activities and stewardship of donors and board members. The EA will be responsible for the day-to-day management of the Executive Office and will provide essential interface for communications and logistics between the Executive Director and staff, board members, donors, artist and external partners on a day-to-day basis. The Executive Assistant will also manage the ED’s calendar, including making appointments, prioritizing the most time-sensitive matters, coordinating travel and preparing communications on behalf of the ED. Candidates who may thrive in this position possess a strong administrative background, excellent verbal and written communication skills, are highly organized, diplomatic, and comfortable advancing projects with minimal supervision. The successful candidate will work proactively, anticipate needs and have a high degree of integrity while managing sensitive and confidential information.

Requirements

2+ years of professional experience in an administrative support role (theater administration experience preferred)
Experience working directly with executive leadership
Expert knowledge of Microsoft Office Suite, and Google Workplace; familiarity with CRM databases (Salesforce a plus)
Familiarity with work management tools (Trello, Airtable, Slack, etc.)
Familiarity with calendar and scheduling tools such as Doodle, Whentomeet; Propared
Excellent written and verbal communication skills
Comfort with taking notes in meetings and preparing meeting minutes
Superior time managements skills with an exacting attention to detail
A motivated and intuitive self-starter with the ability to work independently and with teams, prioritize tasks, and problem solve in a multi-faceted environment with minimal supervision
Ability to treat confidential information with appropriate discretion
A welcoming personality, sense of humor, strong interpersonal skills and professionalism
Must reside locally or be able to relocate

Nice To Haves

theater administration experience preferred
familiarity with CRM databases (Salesforce a plus)

Responsibilities

Prepare communications for the ED including agendas and remarks for internal and external meetings
Implement best-practices to enhance the efficiency of the Executive Office and support the communication among departments
Prepare the ED for upcoming meetings and presentations with detailed briefing materials, financial reports and analyses
Attend internal meetings and taking and distributing minutes
Advanced ‘scheduling Tetris’; including meeting organization, travel booking, video-conferencing management, and coordination with external organizations and their teams
General office management for the Executive Office; including manning the executive office phones, sorting mail for the Executive Office, and various filing/ organizational duties, tracking expenses and managing reimbursements for the ED
Creating presentations for Board and committee meetings.
Develop and maintain positive interpersonal relationships with all levels of staff, Board of Trustees, donors, artists and external partners
Working with the Department of External Relations to coordinate ED’s public facing events
Partnering with the External Relations staff to plan and execute donor cultivation events and meetings
Participate in/support organization wide events related to the O'Neill's 7 professional and education programs; attend performances when possible
Identify opportunities to support company morale and plan staff events that promote interactions among staff members and the ED
May require work / travel outside of normal business hours