Executive Office Liaison

POSITION SUMMARY:
In collaboration with the Managing Director/CEO, Artistic Director, Director of Institutional Advancement, and the Executive Office Team, the Executive Office Liaison coordinates and administers all activities and communications related to the Board of Directors and plays a central role in ensuring that Board Members are educated about Center Theatre Group, engaged in the organization and have the tools they need to be effective in their position. This position supports the day-to-day administration of the Executive office and will provide a wide range of services in support of the Managing Director / CEO. Key responsibilities include handling internal and external communications, scheduling, expense management, and handling special projects. The Executive Office Liaison also provides fundraising support to the Managing Director/CEO, Artistic Director, and Executive Office in support of their Board and Donor relationships, including drafting correspondence, preparing presentations and materials for Board and donors, and maintaining reports, among other duties. The Executive Office Liaison may also be called upon to provide limited administrative support to the Executive Team.
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We want to provide a little more background to potential applicants. We are looking for someone passionate about CTG and the place/role of theatre in the community. We are also looking for someone who is interested in focusing their time and attention on supporting a group of community leaders in that effort, and who wishes to excel in VIP management and administration. We see this chiefly as an executive administrative role with core elements in event support, data management and communications, rather than a major gifts or fundraising role. The Executive Office Liaison will need to maintain confidentiality and exercise discretion at all times.
PRIMARY RESPONSIBILITIES RELATED TO BOARD ADMINISTRATION:
Administration, Scheduling, Budget Duties
1.
Coordinate and oversee Board scheduling and managing the comprehensive calendar of Board, Committee and Special Task Force Meetings. Coordinate other staff assigned to managing Board meeting scheduling communications. Maintain calendar to ensure limited date conflicts.
2.
Manages Board meeting and event budget.
Meeting and Event Responsibilities
3.
In association with Institutional Advancement Events Team, plan and execute Board meetings including venue/menu selection and notifying and collecting RSVPs from the board.
4.
Work with leadership to prepare Board Meeting Agendas, draft verbal reports and collect written reports from other departments and distribute to the Board.
5.
Attend and take minutes for Board of Director meetings; the Executive, Finance and Audit Committee meetings; and support the other standing committees, including Education & Community Partnerships, Institutional Advancement, and AREDI.
Communications and Information Management
6.
Work with the Director of Communications and other Executive Staff to distribute all communication to the Board, including meeting notices, post-meeting materials, monthly reports on CTG, and any other correspondence that ensures effective communication with a high level of transparency.
7.
Work with the Director of Communications on press releases and profiles of new Board members.
8.
With IT and the Director of Communications, develop and update the Board intranet, ensuring all Board materials are maintained, accessible and up to date.
Board Governance Administration and Data Management
9.
In coordination with the Institutional Advancement Team, support Board giving.
10.
Distribute, collect, and report on the Board Self-Evaluation Process.
11.
Track Board Member terms, emeritus members, board demographics and any other reports as requested.
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12.
Track and report on Board data/records, including but not limited to: committee assignments, committee materials and records, Board Giving, theatre attendance, meeting attendance, and participation.
13.
Oversee and track the Board recruitment process, including preparing candidate profiles, identifying potential candidates, and tracking and scheduling interviews and follow-up that is needed.
14.
Coordinate the New Board Member “On-Boarding” process, including assigning mentors, monitoring assigned activities for New Board Members, and managing the Orientation Day.
15.
Ensure By-Laws are kept current.
16.
Ensure Board Member contact and other information is current in all appropriate documents and on Tessitura.
PRIMARY RESPONSIBILITIES RELATED TO EXECUTIVE ADMINISTRATION AND FUNDRAISING SUPPORT:
1.
Manage the day-to-day operations of the Managing Director/CEO’s office.
2.
Answers phones, responds to inquiries, and engages in frequent and professional internal and external communication for the Managing Director/CEO.
3.
Schedules meetings and travel for the Managing Director/CEO.
4.
Prepares written materials, presentations, and correspondence for Managing Director/CEO. Ensure that all printed materials are well-written and proofed.
5.
Prepare meeting agendas, attend meetings, take minutes, and manage follow-up as needed.
6. Prepares written materials, presentations, meeting materials and packets to support the Managing Director/CEO, and other members of the Executive Office in select fundraising efforts.
7.
Supports the Executive Office administrative budget, tracks expenses and reimbursement for the Executive Director and other Executive Office members as needed.
8. Prepares written materials, presentations, meeting materials and packets to support the MD/CEO, AD, and other members on the Executive Office in select fundraising efforts.
9. Support the creation and implementation of department policies and procedures, in collaboration with other staff.
10. Support the Executive Office in relationships with key outside vendors, e.g. search firms, legal team, consultants including contract and project execution, scheduling, billing and travel as needed.
SECONDARY RESPONSIBILITIES:
1. Work with the VIP Ticket Desk on handling of ticketing requests for Board Members. Directly support ticket requests for key individuals as identified by leadership.
2.
As additional Advisory Committees, Councils, etc. are developed by executive leadership, support in their coordination, scheduling, tracking, etc., similar to Board and Committee support.
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3.
Assists Executive Assistant to the Artistic Director with administrative support for the Artistic Director, including communications and scheduling, as needed.
4.
Demonstrates a positive attitude toward Board members, donors and fellow staff.
5.
Effectively interact with Board members including the Board president, Board committees, donors and prospective donors, Music Center and resident company executives and staff (LA Opera, LA Phil, LA Master Chorale) on behalf of the Managing Director/CEO. Ensures that all printed materials are well written and proofed including but not limited to letters, proposals, invites, mailing lists, reports.
6.
Evidence of good work habits including but not limited to being on time, following CTG workplace policies, arriving prepared for meetings and events, being responsive and following through on all Board and supervisor requests.
7.
Exhibits appropriate phone, email and in-person etiquette, and responds to phone and email messages in a timely fashion.
8.
Exhibits a positive attitude in relation with donors and fellow staff.
9.
Works as a team member with the entire Executive staff on all department events and activities.
10.
Demonstrate an ongoing commitment to our equity, diversity, inclusion and access initiatives and an ongoing commitment to an anti-racist culture and environment at CTG.
11.
Other duties as assigned.
CTG provides a dynamic working environment in which duties and responsibilities may change. Employees are expected to be flexible and responsive to changes in the scope of their duties. All employees are expected to be familiar with and adhere to Center Theatre Group’s Personnel Policies and Procedures.
QUALIFICATIONS:
A.
Knowledge and essential skills
1.
Computer skills in Microsoft Word and Excel in addition to a strong working knowledge of database systems.
2.
Excellent written and oral communication skills.
3.
Ability to work independently and handle multiple tasks simultaneously in a fast-paced environment.
4.
Comfort with new technology related to administration and meeting support, particularly remote meeting capacity including supporting video and sound.
5.
Exceptional project management and high-level administrative skills.
6.
Proficiency with project and program budgeting and financial tracking.
7.
Demonstrated expertise in data management and tracking.
8.
Knowledge of and passion for the theatre arts.
B.
Minimum requirements: Essential functions and abilities
1.
Minimum of 5 years of previous administrative support experience that includes VIP, Board and/or Donor experience.
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2.
Previous experience working in an office environment.
3.
Enthusiasm, dedication, a sense of humor and a drive to succeed.
4.
Ability to work evenings and weekends.
5. Must be able to easily travel to, within and around a variety of locations, both interior and exterior for meetings, events and other job-related activities.
6. Must be able to effectively and efficiently operate office equipment including managing remote meetings, copiers, computers, etc.
7. Must be able to lift and carry 20 pounds (i.e. reports, programs, brochures, etc.)
8. Must have own transportation to attend meetings and events off site.