President's Office Administrative Coordinator

Anderson Ranch Arts Center•Snowmass Village, CO

38d•$26 - $28•Onsite

About The Position

The role of the President’s Office Administrative Coordinator is to support and advance the mission of the organization by managing the day-to-day activities and administrative responsibilities of the President & CEO effectively and efficiently. Working closely with the Anderson Ranch leadership team, areas of responsibility include coordination of calendar, workflow, administration and external relationship portfolio for the President & CEO.

Requirements

Create Stability: The President is ultimately responsible for all aspects of the organization’s function and success and is thus pulled in a multitude of directions while simultaneously trying to minimize risk and drive growth and change. This role supports the organization by helping to create stability, own the processes of the office, and hold everyone accountable
Make Others Look Good: The Coordinator is often in the position to foresee a problem or mistake when, or even before, it happens and help change a mistake into a success. That often means seeing a dropped ball, grabbing it to either hand back or pass up the field. Being “The Fixer” helps the team be its best.
Catch Mistakes: The role requires a strong and precise command of grammar, punctuation, spelling and the correct usage of the English language. This is required both in their own work, but also in acting as the President’s editor, sounding board and, finally, proofreader to assure what comes out of the President’s office is professional.
Maintain Trust & Confidentiality: Exercise careful discretion in sharing information or the details of official decisions or informal deliberations. The close role with the President requires access to records, files, meetings, and conversations both in official proceedings and personal conversations. Safeguarding a culture of discretion, trust and privacy is critical to the success of the office.
Be Professional & Personal: In a partnership that aims to maximize efficiency and effectiveness, the personal and business responsibilities of the President will inevitably be interwoven throughout the day-to-day business. The Coordinator will both need to help maintain appropriate boundaries and allow some elasticity when personal and professional needs conflict.

Responsibilities

Communications Coordination: This role serves as the frontline representative of the President’s Office and is often the first line of contact for staff, donors, students and artists. This person manages incoming communications by email, phone or in person; receiving, routing, inquiries from diverse constituents. Through independently providing information, communicating policies and priorities, resolving issues, or recommending solutions, this role reduces the interruptions and distraction that reduce productivity. As needed, they channel requests to appropriate colleagues while also ensuring the President is aware of issues or concerns that require attention. As needed the Coordinator also follows up to determine the inquirer's satisfaction and confirms issues are professionally resolved.
Calendar Coordination: With an overall goal of facilitating the efficient utilization of the President's time, this role exercises initiative and independent judgment in managing the President’s complex schedule and daily office activities, including meetings, social engagements, donor events and Ranch functions. Including scheduling standing and hoc meetings and calls, assuring timely access for those who require direction or approval, assuring meetings have defined topics or agendas and reminding all attendees of preparation or follow-up requirements. This may require attending meetings with, or on behalf of the President, and taking notes or minutes. Finally, this person ensures the President transitions from one obligation or meeting to the next, respecting everyone’s time.
Workflow Coordination: This role ensures organized and efficient workflow to and from the President, helping to accomplish the President’s daily tasks. This person will assure preparation for future calls, meetings and events, working with the President to create agendas, talking points, collecting outcome goals from colleagues, and briefing the President on who is in the room and what is expected on event attendee lists. This requires researching attendees, drafting or polishing memos and reports, as well as blocking time for private creative brainstorming. Workflow management should assure completion of immediate duties and create space to achieve mid-term objectives and long-term goals.
Administration Coordination: The Coordinator is responsible for organizing, facilitating and/or relieving the President of regular administrative functions. This includes preparing payment requests, previewing reports and documents for recommended signatures, requesting and presenting reports from various departments, planning and booking travel, meals, and entertainment. It requires drafting, reviewing, proofreading and sending solicitations and proposals, thank you notes, gifts and other correspondence. +
Relationship Management: This role supports the President’s relationships with a portfolio of donors and philanthropic partners assigned in collaboration with the Director of Development. Support in this area includes researching and preparing biographical information, tracking and recording contacts, interactions, follow-up and next steps in the cultivation of supporters and potential partnerships. It also requires organizing small dinners and events using independent judgement in event alternatives, modification and last-minute changes regarding invitations, RSVP follow-up, seating arrangements, host gifts and packages and event execution.
Community Outreach Leader: All staff members are expected to build and lead partnerships with community organizations as they relate to their area of responsibility, and to actively support the outreach efforts of other team members.
Engaged & Supportive Team Member: All staff are expected to support colleagues and engage in the programs and events of the Ranch by attending lectures, artist talks, fundraising events, and community wide events and being available to jump in and help make them a success.
Professional & Personal Development: Continuing to learn and improve is a job requirement of all staff. Team members are expected to be growing, learning, and improving in their artistic and professional lives.
Brand Ambassador: All team members are expected to comport themselves in a manner that is fitting with the organization; represent the Ranch both on and off-campus, as well as online and on social media, keeping in mind that positivity and professionalism are expected and appreciated.