Assistant to the President

About The Role:

The Assistant to the President plays a critical role in supporting the President by ensuring his day-to-day operations run smoothly and efficiently. This highly organized and proactive individual will manage the President’s calendar, coordinate meetings, track and prioritize email and Slack correspondence, conduct research, prepare presentations, and arrange complex travel itineraries. Serving as a key point of contact and liaison, the Assistant to the President will anticipate needs, streamline workflows, and maximize the President’s productivity.

The ideal candidate will be highly organized, detail-oriented, and adept at managing multiple priorities with efficiency and discretion. They will have excellent communication skills, a proactive mindset, and the ability to anticipate needs and solve problems before they arise. Equally important, they will possess rhetorical sensitivity - the awareness to tailor messaging and tone appropriately across different audiences, ensuring clear, thoughtful and effective communication on behalf of the President. Strong proficiency in scheduling, correspondence management, research, and presentation creation is essential, as is experience handling confidential information with professionalism. The ideal Assistant to the President thrives in a remote, fast-paced environment, is tech-savvy, and possesses the flexibility to adapt to shifting priorities while maintaining a high level of accuracy and effectiveness.

Key Responsibilities:

Executive Support

• Calendar Management: Proactively manage the President's calendar, scheduling appointments, meetings, and events, ensuring efficient time allocation and preparation for all commitments.
• Document Preparation and Editing: Prepare, edit, and proofread a wide range of documents, including reports, presentations, correspondence, and proposals.
• Stakeholder Liaison: Act as a primary point of contact between the President and internal and external stakeholders, managing communication, facilitating information flow, and maintaining positive relationships.
• Meeting Coordination: Organize and coordinate meetings, including scheduling, arranging logistics, preparing agendas and materials, and tracking follow-ups.
• Research & Analysis: Conduct research and gather insights to support the President’s initiatives, including market research, data analysis for business strategy, and sourcing information for presentations and reports.

Board Liaison

• Meeting Support: Schedule and coordinate meetings of the Board of Directors and its committees, including logistics, agenda preparation, material distribution, and minute-taking.
• Agenda and Material Development: Collaborate with the President to develop agendas, reports, and other materials for Board and committee meetings, ensuring all necessary information is provided in a clear and concise format.
• Minute-Taking: Accurately record and transcribe minutes of Board and committee meetings, capturing key discussions, decisions, and action items.
• Board Information Management: Maintain and update Board distribution lists, contact information, and committee rosters. 

Event and Project Support

• Event Planning and Execution: Support the planning, coordination, and execution of a wide range of organizational events, including networking + cultivating events, retreats, and meetings.
• On-Site Event Support: When needed, provide on-site logistical and administrative support at events, ensuring smooth operations, attendee satisfaction, and successful outcomes.

Client Administrative Work

• CRM Data Management: Assist with data entry, maintenance, and hygiene within the Customer Relationship Management (CRM) system, ensuring accurate and up-to-date client information.
• Client Gift Procurement: Research, select, purchase, and arrange for the shipping of client gifts, ensuring timely delivery and adherence to budget guidelines.

Qualifications

3-4 years working experience in an administrative role. Specific experience with Marketing, Operations or HR, a plus, but not required.

Demonstrated project management experience working with multiple stakeholders.

Strong data management skills including moderate experience working with spreadsheets

Experience and comfort working with confidential information.

A strong interest in the arts and culture organizations we serve.

Openness to learning new things (particularly systems).

The ability to work independently from home.

Competencies You’ll Be Assessed On: 

Organizational skills

Data management and analysis

Time management

Written and verbal communication

Comfort with ambiguity

Priority setting

Strong customer focus

Adhering to company values

Gaining insight from mistakes/challenges

Interested applicants should submit

a resume

an expression of interest in the format of their choosing (ex. written statement, video file, audio file, etc)

1-3 references (names, titles, and contact information; please include on either your resume or expression of interest)

Your expression of interest should address the following: interest in the position, Capacity Interactive and/or the arts and specific relevant skills or experience. If you are submitting a video or audio file, please email it directly to [email protected].