Executive Assistant to AD​/CEO & Board Liaison

Executive Assistant to the AD/CEO & Board Liaison

The Executive Assistant to the AD/CEO & Board Liaison provides high-level administrative and strategic support to the Artistic Director/CEO and serves as a key liaison to Nashville Ballet’s Board of Directors. This role manages executive priorities, Board and committee operations, special projects, and organizational communications while supporting effective cross-department collaboration. The position requires exceptional organization, discretion, communication, independent judgment, and proactive problem-solving.

Essential Functions and Responsibilities :
To perform this job, an individual must perform each essential function satisfactorily with or without reasonable accommodation. This job is not hybrid, and hours in the office are expected Monday-Friday, 8:00am-5:00pm, unless modified for assigned evening and weekend responsibilities. This job requires discretion and maintaining confidentiality.

Executive Support

• Manage, maintain, and coordinate the Artistic Director/CEO’s complex calendar, balancing competing priorities and protecting time for artistic, executive, organizational, and strategic priorities.
• Produce daily morning briefs to prepare AD/CEO for upcoming meetings, deadlines, and other important information.
• Coordinate domestic and international travel, including transportation, accommodations, itineraries, and related logistics.
• Prepare meeting materials, presentations, briefing materials, agendas, and other information to support the Artistic Director/CEO.
• Coordinate meetings with internal and external stakeholders and ensure appropriate preparation and follow-through.
• Assist the Artistic Director/CEO in managing priorities, deadlines, commitments, and follow-up resulting from meetings and organizational activities.
• Exercise independent judgment to identify problems, recommend solutions, and implement approved solutions that support organizational effectiveness.
• Anticipate the needs of the Artistic Director/CEO and proactively address administrative, logistical, and organizational matters.
• Support the Artistic Director/CEO’s relationships with major donors and external stakeholders in collaboration with the Development team, including preparing meetings and conducting donor research through Tessitura.
• Support Human Resources with recruitment and onboarding activities, including scheduling interviews and welcoming new team members.
• Handle confidential executive, personnel, donor, and organizational information with discretion.
• Serve as the primary administrative liaison between the Artistic Director/CEO, Board Chair, Board members, and Nashville Ballet leadership.
• Coordinate all Board and committee meetings, including scheduling, agendas, materials, and meeting logistics.
• Prepare and distribute Board and committee meeting packets and supporting materials.
• Attend Board and committee meetings and prepare accurate, concise minutes.
• Maintain the Board portal, Board directory, committee rosters, and related governance records.
• Support Board recruitment, onboarding, engagement, and offboarding.
• Coordinate annual Board documentation, including conflict-of-interest forms and other governance materials.
• Monitor Board and committee activities to support alignment with Nashville Ballet’s strategic priorities.
• Maintain timely, professional, and confidential communication with Board members.
• Support effective Board governance by ensuring information, deadlines, and follow-up items are communicated and managed proactively.

Attributes Needed to Be Successful in This Role

• Communication:
  Excellent written and verbal communication skills, with the ability to communicate effectively and professionally with staff, executives,…