Executive Assistant

Position Summary & Hours

The Executive Assistant has the overall responsibility for supporting the General Manager/CEO and the Board of Directors handling critical administrative and operational duties at the Paramount Theatre. This position works toward achieving goals and objectives consistent with the Paramount Theatre promise, “ALWAYS THE BEST SHOW IN TOWN.”The Executive Assistant is an ambassador for Paramount Theatre Values (Honor, Accountability, Humility, and Legacy). The successful candidate must be well organized, able to multi-task and prioritize incoming requests in a fast-paced environment. The candidate will have a high degree of productivity and accuracy, and must be self-reliant, motivated, resourceful, proactive, efficient and flexible. Additionally, the candidate will be approachable and always maintain a professional presence. An ideal candidate will also excel in a team-oriented, collaborative environment.

This is a full-time hourly position. Typical hours are Monday-Friday 8:30a-5:00p.

Primary Duties, Responsibilities, include, but are not limited to:

Executive Assistant to the General Manager

As the Executive Assistant to the General Manager, the position is responsible for a wide variety of administrative duties whichrequires anticipating the General Manager’s needs and prioritizing duties.

• • Prioritizes conflicting needs, handles matters expeditiously and proactively, and follows through on duties and projects to successful completion.
  • Serves as primary point of contact on initial matters directed to the General Manager.
  • Works closely with General Manager to maintain booking calendar.
  • Assists in securing events by holding dates, preparing rental agreements, and securing deposits and insurance, and maintaining artist/show confidentiality as required.
  • Create posts and maintain social media accounts on behalf of the theatre. Develop and create new ideas for attracting positive social media engagement with the theatre. Coordinate with the box office and promoters as required to assist with event marketing activities.
  • Schedules public and private tours of the theatre, including collection of tour fees.
  • Maintains the organization’s business records including donations, and prepares general correspondence.
  • Oversees administrative office supplies and equipment.
  • Assists the General Manager with special projects as required.
  • Works closely with the General Manager on employee benefits including health, vision, life insurance, and pension plan.
  • Communicates on behalf of the General Manager and Board Members where needed and appropriate.
  • Performs other duties as assigned.

Executive Assistant to the Board of Directors

As the Executive Assistant to the Board of Directors, the position is dedicated to taking care of individual Board member needs and ensuring all Board business is carried out successfully.

• • Develops and manages the annual Board of Directors’ calendar and committee meetings.
  • Sends meeting notices, prepares agenda, prepares materials for all Board members.
  • Organizes, attends, and takes minutes of Board Meetings (6 times per year), investment committee meetings, and other committee meetings as required.
  • Reviews endowment financial statements, verifies fees and transactions for accuracy based on directives of the investment committee and financial advisor.
  • Maintains files and retains minutes and materials in a secure confidential manner.
  • Tracks actions for follow up by the General Manager and Board Members.
  • Maintains Board and committee roster and contact lists.
  • Works with the General Manager on projects related to the Board of Directors and committees.
  • Provides miscellaneous administrative and logistical support.

QUALIFICATIONS:

Education/Licensing and Work Experience:

• • Minimum of five (5) years in an administrative support role at an executive level

Knowledge, Skills and Abilities

• • Possess excellent interpersonal/communication skills and relationship building skills.
  • Highly organized and flexible while managing numerous details efficiently.
  • Self-directing in a fast-paced, multi-tasking environment with minimal supervision.
• Ability to maintain a high degree of discretion with confidential, sensitive, and proprietary matters.
  • High level of computer and internet literacy, including Microsoft Suite and web-based software systems, social media platforms, and an aptitude for mastering new computer applications.
  • Familiarity with the workings of a nonprofit endowment.
  • Experience working in a performing arts or similar venue having familiarity working with contracts and insurance.
• Communication skills, both written and verbal are crucial, and the ability to work as part of a team in a fast-paced, detail-oriented workplace
  • A commitment to continuous learning and development
• Ability to manage limited resources effectively and efficiently
• Analyze information and use logic to resolve issues and problems
• Must have problem solving abilities, be self-motivated, well organized, and able to handle regularly shifting priorities of the event business
• Ability to ascend/descend stairs to reach different areas of the theatre
  • Must be able to traverse the building and maintain stationary positions