Events Administration Assistant

Events Administration Assistant / Executive Assistant

Reporting directly to the GM & VP, Events & Facilities, the Events Administration Assistant / Executive Assistant provides executive support and organization to the GM and VP, Events and Facilities. The Events Administration Assistant / Executive Assistant organizes and coordinates executive outreach and internal and external relations efforts; and oversees unique assignments. This person must be organized, creative, and enjoy working within an entrepreneurial environment that is mission-driven, results-driven, and community-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple and possibly changing priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

ESSENTIAL DUTIES:

• This role completes a broad variety of administrative tasks for the GM & VP, Events & Facilities including, but not limited to: managing an active calendar of appointments, event production support, facilities coordination, completing expense reports, composing and preparing correspondence (occasionally confidential in nature), arranging complex and detailed travel plans, itineraries, and agendas, compiling documents for meetings, and occasionally driving and picking up guests and/or packages.
• Plans, coordinates, and ensures the GM & VP, Events & Facilities' schedule and priorities are effectively managed and executed.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the GM & VP, Events & Facilities, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the GM & VP, Events & Facilities office and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff. Ensures approvals of various documents, including contracts, are addressed in a timely manner.
• Works closely with the GM & VP, Events & Facilities to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping Dalyn Matsumura apprised.
• Provides leadership in building relationships crucial to the success of the organization and manages a variety of special assignments for the GM& VP, Events & Facilities some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and meeting materials, and other tasks that facilitate the GM & VP, Events & Facilities ability to effectively lead.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on tasks to successful completion, often with deadline pressures.
• Maintains effective filing systems for easy retrieval of documents.
• Serves as the Dalyn Matsumura's administrative liaison to Board Committees and maintains discretion and confidentiality in relationships with all board members and assists with committee meeting scheduling, setup, and meal planning as needed.
• Adheres to compliance with applicable rules and regulations set in bylaws regarding Board and Board Committee matters, including advance distribution of materials before meetings in electronic and paper format.
• Conducts research and edits and completes first drafts for written communications and presentations.
• Coordinates logistics for visiting guests.
• Assumes other duties as assigned.

QUALIFICATIONS:

• Minimum three (3) years administrative assistant or related experience
• Bachelor's degree preferred
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and Adobe Acrobat
• Extremely strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, vendors, external partners, and donors.
• Expert-level written and verbal communication skills; ability to take meeting minutes; and create executive-level communications in Word and PowerPoint.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity and ability to handle ambiguity and change.
• Self-starter and highly resourceful team player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions.
• Positive attitude and ability to use tact, diplomacy, and discretion in handling confidential information.
• Project coordination or project management experience a plus

Compensation and Benefits: This is a full-time, non-exempt, onsite position with a regular working schedule of 40 hours per week Monday Friday, 9:00 am 5:30 pm. This role may, on occasion, require working events outside of regular business hours, including evenings and weekends. The work schedule is subject to change based on business needs. The pay range is $32.00 - $36.00 per hour depending on skills, experience, and ability level. The Colburn School offers excellent benefits including medical, dental and vision insurance plans; Long Term Disability, Short Term Disability and Life Insurance plans; paid sick leave and vacation; a 403(b)-retirement plan with a generous employer matching contribution.

WORKING CONDITIONS:

Primarily indoor office environment; frequent contact with and interruptions by individuals in person or by phone.

PHYSICAL:

Must be able to see, hear, feel, speak, and use hands to type and grasp objects with fingers. Primarily sedentary with intermittent standing, walking, bending, and stooping; occasional light lifting and carrying of objects weighing 25 pounds or less; light to heavy repetitive use of hands, wrists and forearms while working on a computer.

EMOTIONAL:

Ability to develop and maintain effective working relationships involving interactions and communications personally, by phone and in writing with a variety of individuals and/or groups of individuals from diverse backgrounds on a regular, on-going basis; ability to concentrate on detailed tasks for extended periods of time and/or intermittently while attending to other responsibilities; ability to work effectively under pressure on multiple tasks concurrently while meeting established deadlines and changing priorities.

ABOUT THE COLBURN SCHOOL:

The Colburn School is a world-renowned performing arts institution located in the heart of downtown Los Angeles. Its mission is to provide the highest quality performing arts education at all levels of development in music and dance, and to foster a vibrant community through a wide range of performances, events, and educational activities.

The Colburn School trains students from beginners to those about to embark on professional careers. Each year, more than 2,000 students from around the world come to Colburn to benefit from the renowned faculty, exceptional facilities, and focus on excellence that unites the community.

The academic units of the school provide a complete spectrum of music and dance education:

• Conservatory of Music - The diploma- and degree-granting Conservatory of Music is distinguished by a unique all-scholarship model, renowned faculty, and outstanding performance opportunities. It prepares the very highest level of collegiate musicians for professional careers.
• The Music Academy is a highly selective training program for gifted young pre-collegiate musicians, designed to prepare students for conservatory study and performing careers at the highest levels of achievement. This residential program balances performance, musical instruction, and academics.
• The Community School of Performing Arts welcomes students of all ages, from seven months old to adults. It offers over 120 classes each year in orchestral instruments, piano, guitar, voice, jazz, music theory, drama, and ensembles including orchestra, choir, and chamber music.
• The Trudl Zipper Dance Institute develops performers of all levels, from the pre-professional ballet program in the Dance Academy to beginners starting in Youth Dance. Students of all levels receive training in ballet, tap, and modern genres as part of a comprehensive dance education.
• Center for Innovation and Community Impact was created to empower the musical and dance leaders of tomorrow by nurturing students' passion and ability to serve their communities, preparing them for sustainable careers, and embracing the development of new ideas. The Colburn School partners with 15 Los Angeles Unified School District schools, 13 of which receive Title I funding, to provide interactive and engaging concerts and instructional sessions to 5,000 students every year.

The Colburn School is currently constructing a