Senior Administrator to President & CEO

Senior Administrator to the President & CEO

Department
:
Executive Office, salary allocated across functions

Immediate Supervisor
:
President & CEO

This is a high-impact role that blends traditional administrative support with mission-driven coordination, stakeholder management, and organizational insight.

• Manages CEO’s calendar, schedules meetings, interfaces inter-departmentally with Vivo Performing Arts staff for scheduling needs (e.g. on performance days, coordinates with Artistic teams; for donor and board meetings, coordinates with Advancement team).
• Creates CEO’s briefing documents for Vivo Performing Arts performances and other public events, including VIPs to meet, talking points, etc.
• Attends many performances and events to "staff" CEO. Assists CEO to ensure successful fulfillment of responsibilities and goals at each performance. Takes notes and distributes following performances and events.
• Provides CEO materials in advance of each week for the purposes of meeting and schedule preparation. Acts as a trusted thought partner to the CEO.
• Drafts and edits correspondence (emails, letters, speeches) from the Executive Office.
• Coordinates CEO’s Vivo Performing Arts event tickets and guests with Box Office.
• Coordinates CEO’s travel and lodging, tracks CEO receipts and codes expenses in Divvy.
• Assists CEO in managing files and documents to ensure smooth day-to-day office operations for the executive office.
• Collaborates with the Marketing Analytics Manager on data and reporting requests.

• Facilitates internal communications across departments; acts as support for the artistic planning team but is not a decision-maker.
• Routes incoming communications from artists and their representatives and coordinates closely with the artistic operations team.
• When required for scouting, researches artists and performances for further consideration and tracks performances to attend, locally and afield.
• Participates in artistic planning meetings and community program meetings; acts as a notetaker and tracks action steps and follow-up.
• Coordinates communication between CEO, artistic consultants, and the Program Administrator as assigned.
• Contributes to special projects and supports the production team as assigned.

• Background in the performing arts, broad or multi-disciplinary knowledge preferred; conversant in musical and artistic disciplines; experienced in the creative process and comfortable in creative environments.
• Curious, resourceful, committed to learning, and intrepid.
• Experienced in a high-volume, fast-paced setting with excellent time management and multi-tasking skills; ability to prioritize and track complex tasks to completion.
• Presents well in professional settings (e.g., with donors, artists, and at performances) with a high degree of interpersonal respect, diplomacy, and confidentiality.
• Excellent written and in-person communicator with strong recall.
• Experience in scheduling required; experience with Microsoft Office Suite, including Outlook and SharePoint, preferred.
• Available to work a flexible schedule, evenings and weekends required; comp time available.