Executive Assistant to the President and CEO

Description

The Executive Assistant to the President & CEO (EA) provides high-level administrative support to the President & CEO and Board of Directors, acting as a key conduit to the public and all staff. The ideal candidate will be a proactive self-starter, demonstrate excellent organizational skills, have a keen eye for detail, and possess exemplary interpersonal skills.

The Executive Assistant to the President & CEO (EA) provides high-level administrative support to the President & CEO and Board of Directors, acting as a key conduit to the public and all staff. The ideal candidate will be a proactive self-starter, demonstrate excellent organizational skills, have a keen eye for detail, and possess exemplary interpersonal skills.

• Manage the President & CEO’s calendar by scheduling appointments and coordinating meetings, including correspondence, logistics, technical needs, and minutes
• Oversee special projects and track timelines and progress reports
• Serve as the primary liaison to the MAW Board of Directors ensuring regular interaction, effective scheduling and overseeing all logistical needs for board and committee meetings
• Prepare and distribute meeting agendas, minutes, and other materials requested by Board Chair, committee chairs, and President & CEO
• Collaborate with President & CEO, Board, and senior managers to successfully plan and execute quarterly Board meetings, administrative events, and other Academy activities, including Board trips and social activities
• Oversee content management on Administration and Board portals, ensuring accurate and timely updates and keeping board member contact lists up to date

• Manage Front Desk coverage to welcome visitors to the Music Academy campus and provide excellent customer service both in person and via phone
• Maintain a thorough understanding of the Academy’s master calendar and daily activities to ensure smooth operations, especially the opening/closing of meeting spaces
• Proactively develop in-depth knowledge of the Music Academy’s programs and activities to respond to public inquiries and represent the Academy as an ambassador
• Ensure Front Office, meeting spaces, and kitchen are kept in neat working order
• Collaborate with Facilities to arrange cleaning and set‑ups as needed
• Manage office and kitchen supplies inventory, including purchasing, budgeting, and maintaining vendor relationships
• Coordinate coffee service and refreshments as needed
• Maintain office equipment such as copiers, postage meter, and coordinate service as needed to minimize downtime
• Distribute mail and assist staff with postage/mailing procedures and manage contracts with shipping carriers
• Occasionally lift office products and supplies, up to 25 pounds

Other duties is assigned

• On-site office attendance five days per week required
• Occasional nights and weekends may be required
• Occasional travel between Music Academy’s Miraflores campus and off-site venues - valid driver's license required

The Music Academy of the West values diverse colleagues who thrive in a collaborative, highly communicative workplace. Our administration collectively informs and agrees upon the organization’s expectations for teamwork, including a positive, goal-oriented environment that positions every employee for success. This position is great for someone who has:

• A high degree of discretion and sound judgment in handling sensitive information and making decisions
• A passion for customer service and great interpersonal skills and the ability to stay cool under pressure
• A self-starter who is extremely organized with excellent written and verbal communication skills
• An interest in music or other performing arts
• Highly developed problem‑solving skills
• The ability to work on a team collaboratively or with minimal supervision and adapt to changing work priorities and schedules

• This is a non-exempt, full-time position.
• Compensation is $27-35 per hour, commensurate with skills and experience.
• Health coverage
• Dental coverage
• Vision coverage
• Life insurance
• Paid vacation
• Sick leave
• 403(b…