SFJAZZ is looking for an experienced Executive Admin to support our Interim CEO and our EAD on a part time basis for the next 6 months. This role manages priorities and responsibilities for both Executives, working throughout the organization. The Executive Admin exemplifies professionalism and cultural acumen in all internal and external contexts. This role requires the utmost discretion and confidentiality. This position is an extension of the Executive Suite and needs to represent those positions well. The role will need to anticipate needs, think critically, manage complicated tasks, and offer solutions to problems with a high level of personal grace and confidentiality. The role reports to the CEO with a dotted line to the EAD.
Responsibilities:
- Manage calendar and scheduling for the CEO and the EAD.
- Tracks commitments and priorities and helps meet deadlines for the CEO and the EAD.
- Serves as a point of access to the CEO and the EAD for staff, Trustees, and the public.
- Ensures clear and efficient logistical communication between the CEO and Leadership Team including understanding staff’s needs of the CEO and providing status updates on their requests.
- Ensures clear and efficient logistical communication between the EAD and Leadership Team including understanding staff’s needs of the EAD and providing status updates on their requests.
- Executes projects assigned by the CEO and partners with staff/Leadership Team on these projects when necessary.
Trustee Management:
- Coordinates and manages all logistics for board meetings including tracking and developing board materials, creating the board packet, and taking detailed minutes at the board meetings.
- Manages the online Board Portal by uploading all prepared Board meeting pre-reads, agendas, and other necessary documents.
- Organizes and plans Board and committee meetings; liaise with Trustees as appropriate. During meetings, take meeting minutes, record attendance, and take responsibility for distribution and proper filing of official documents.
Additional Responsibilities:
- When needed, assist with Trustee and Donor related events.
- Order office supplies.
- Other duties as assigned.
Qualifications:
- 8 years of experience in Admin support roles with 3 years of executive admin support roles
- Demonstrated experience working directly with executive leadership, including CEOs and boards
- Excellent verbal, written and presentation communication skills
- Detail-Oriented. Meticulous approach to planning, tracking, and evaluating projects. Exceptional ability to prioritize multiple projects and meet deadlines
- Excellent technology skills, familiar with Office 360, Asana, Zoom
- Adaptable: comfortable working in a fast-paced, dynamic environment
- Executive Presence: Professional demeanor and ability to represent the organization at high levels
- Ethical Integrity: Demonstrates accountability, reliability, and alignment with organizational values
- Problem-Solving Mindset: Ability to anticipate challenges and proactively find solutions
Working Conditions:
This role is part time, interim role for approximately 6 months, with an average of 20 - 24 hours per week. This position is required to be onsite when the CEO, and/or the EAD are onsite. Additionally, the position may requires onsite presence for all important meetings such as Board of Trustees and committee meetings.
