Executive Assistant & Board Liaison

Serve as the primary administrative assistant to the Executive & Artistic Director (EAD), providing direct, high-level support that ensures organizational priorities move forward efficiently and thoughtfully.

Manage a dynamic, high-volume calendar with strategic foresight, balancing executive, board, donor, artistic, and external commitments, across competing timelines and priorities.

Anticipate needs, prepare materials, and proactively coordinate logistics for meetings, site visits, donor engagements, and community partnerships

Draft, edit, and refine executive correspondence, speeches, board communications, and external messaging to ensure tone, clarity, and alignment with the EAD’s strategies and the organization’s mission.

Exercise exceptional judgement and discretion when handling confidential and sensitive information related to governance, personnel, finances, and donor relations.

Serve as the EAD’s representative in day-to-day communications, often corresponding on their behalf and acting as a first point of contact for staff, board members, and community representatives.

Coordinate and prepare briefing documents, background research, and follow-up actions for internal and external meetings, ensuring leadership is equipped with context and talking points that reflect organizational priorities.

Gather and synthesize information from multiple departments, software platforms, and communication channels, translating it into clear, concise, and actionable materials for EAD.

Model organizational poise, reliability, and professionalism.

Draft, edit, and refine executive correspondence, including hand-written thank-notes, invitations, acknowledgments, and updates on behalf of the EAD.

Serve as the primary administrative liaison to the Board of Directors, supporting all aspects of governance, communication, and engagement on behalf of the EAD.

Support Board leadership, including the Chair, Secretary, Treasurer, and Committee Chairs, in coordinating Board initiatives, ensuring timely communication, and addressing committee meeting needs.

Support the development and administration of the annual Board calendar, including scheduling, logistics, and preparation for all Board and committee meetings.

Coordinate the preparation and advance distribution of accurate and accessible agendas, resolutions, and supporting materials in partnership with EAD and Board leadership.

Support effective Board governance by ensuring Board and committee members have the documentation and resources needed to carry out their responsibilities.

Coordinate the preparation and production of meeting packets, minutes, resolutions, bylaw updates, committee rosters, and other governance materials.

Maintain official Board records and archives in accordance with legal and organizational standards.

Draft and coordinate correspondence between the EAD and Board members, ensuring clarity, tone, and alignment with the organizational goals and messaging.

Support the Governance and Nominating Committee by scheduling board orientation, providing briefings on potential new board members, and preparing board governance materials (resolutions and board agendas)

Track Board member participation, attendance, and term expiration.

Coordinate logistics for major Board-facing events, including but not limited board retreat and cultivation gatherings.

Anticipate the needs of Board leadership and proactively address logistical or informational gaps.

Serve as the primary point of contact for all Board member needs, consolidating communication and working in collaboration with ticketing and development to ensure timely responses.

Coordinate executive-led donor meetings, lunches, and special engagements, managing communication, materials, and follow-up to strengthen relationships and stewardship outcomes.

Coordinate EAD attendance and preparation for donor events, performances, and cultivation opportunities.

3-5 year track record of successful Executive Management.

Bachelor’s degree in related field and/or equivalent experience.

Demonstrated skills in successfully handling significant levels of responsibility, initiating and managing projects, and working both independently and collaboratively.

Proficiency with Microsoft Office Suite, particularly Word and Excel, as well as familiarity with SharePoint, Asana, and Slack. Experience with Tessitura is a plus.

Exceptional skills in fostering relationships, establishing trust and rapport in business partnerships with diverse individuals, and engaging in skillful conversation with tact and sound judgement.

Exceptional verbal and written communication skills.

Demonstrated ability to successfully manage multiple projects and deadlines simultaneously, with great attention to detail, strong customer service skills, and a commitment to building a welcoming and inclusive space for internal/external patrons and stakeholders.

Maintaining a professional, personable, and positive image while maintaining critical discretion of confidential information and communications.

Commitment to the importance of the arts and, specifically, musical theater.

Ability to perform administrative tasks using a computer, such as creating and reviewing documents, entering data, and communicating electronically. This may involve sitting at a workstation for extended periods and can be done using a keyboard, mouse, or assistive technology.

Ability to communicate in person with colleagues across a multi-level facility (including offices, theater, and workshop spaces). This may involve moving between spaces with varied lighting and sound, or asking others to come to a central office location as needed.

The 5th Avenue Theatre lobby and auditorium are located in the historic Skinner Building and are primarily non-ADA compliant.