Executive Administrator to the CAEO

Be a Star at Straz Center for the Performing Arts! Straz Center and Patel Conservatory are seeking an experienced Executive Administrator to join our education team. The Executive Administrator is a key partner to the Chief Arts Education Officer/Head of Patel Conservatory, providing high-level executive and administrative support to advance priorities of the Conservatory and Education & Community Engagement division. This role manages complex scheduling, communications, and workflow; supports financial and data reporting in collaboration with Finance; and coordinates information flow across senior leadership, department heads, and key stakeholders. Located in downtown Tampa, the 335,000 square‑foot Straz Center, one of the largest performing arts complexes in the country, offers a team‑based work environment that shows our dedication to the community every day. We reward our full‑time employees with a strong benefits package including options for health/dental, vision, discounted downtown parking, food and show discounts, plus a generous 403(b) plan and up to 27 days of PTO/Holidays per year. Essential Functions Executive Support & Workflow Management: Manage the Chief Arts Education Officer's calendar, meetings, travel, and daily workflow, ensuring alignment with strategic priorities and deadlines. Prepare agendas, briefing materials, and presentations for internal meetings, committees, and Board‑related activities. Draft, edit, and manage correspondence, reports, and communications on behalf of the Chief Arts Education Officer/Head of Patel Conservatory. Record and distribute meeting notes, tracking action items, and ensuring timely follow‑up. Serve as a primary point of contact for the executive office, facilitating communication with senior leadership, Board members, and external partners. Board & Leadership Coordination: Coordinate preparation and distribution of materials for Board of Trustees and committee meetings. Support logistics, scheduling, and communication for executive‑level meetings and leadership convenings. Assist in tracking key initiatives and ensuring alignment across departments. Financial & Data Management: Compile and format reports on enrollment, tuition, scholarships, and program activities for leadership, committees, and funders. Maintain budget tracking spreadsheets and assist with reconciling data against Finance reports. Coordinate documentation related to financial processes, including invoices, contracts, and expense reports, ensuring completeness and accuracy prior to submission. Support the tracking of production and event‑related expenses and revenues in collaboration with Finance and program leads. Utilize Excel and other tools to organize, analyze, and present data in support of decision‑making. Information & Systems Coordination: Maintain organized digital and physical filing systems for the executive office and departmental records. Support the use of departmental databases and business systems by assisting with data entry, basic troubleshooting, and report generation. Coordinate collection and organization of data required for accreditation, reporting, and program evaluation. Support adherence to data management best practices in collaboration with IT and Finance. Human Resources & Operational Coordination: Serve as a coordination point with Human Resources and Payroll, assisting with tracking and organizing employee and contractor documentation. Maintain records related to contracts, professional development, and training in collaboration with Human Resources. Assist with gathering information and documentation to support planning efforts, including capital projects and departmental initiatives. Coordinate logistics for departmental meetings, events, and special projects. General Support: Provide administrative support during peak program periods, including admissions cycles and summer programs, as needed. Conduct light research and prepare summaries to support strategic initiatives. Perform other duties as assigned to support the effectiveness of the executive office and Conservatory operations. Supervisory Responsibilities This position does not have supervisory responsibilities. Minimum Qualifications (Knowledge, Skills, and Abilities) Self‑motivated, highly organized professional with meticulous attention to detail and ability to maintain accurate records and manage multiple priorities. Advanced proficiency in Microsoft Excel (pivot tables, complex formulas, data analysis) and strong skills in Outlook, Word, and PowerPoint. Strong written and verbal communication skills, with ability to prepare executive‑level documents and interact confidently with senior leaders, board members, donors, and external partners. Ability to handle sensitive personal and organizational information with discretion and professionalism. Proven ability to work productively in teams and collaborate with a diverse group of staff, teaching artists, students, families, and community partners. Availability to work occasional evenings and weekends in support of Conservatory programs and events. Education and Work Experience Bachelor's degree preferred; equivalent combination of education and relevant experience will be considered. Three to five years of progressively responsible administrative experience supporting senior leadership, with significant exposure to budgeting, finance, and data/reporting functions; arts or education environment experience strongly preferred. Certifications / Licenses Not required. Physical Demands Frequently required to remain in a stationary position for long periods, use computer and telephone, reach, and communicate both in person and by telephone. Occasionally required to move up to 25 lbs, ascend/descend ladders, and move in confined spaces. Requires working on‑site as a regular work routine. Work Environment Noise level is usually moderate. Travel Limited travel expected; may be required to travel to conferences or meetings with vendors on a limited basis. As a condition of employment and in compliance with Florida House Bill 531, the selected candidate(s) are required to complete a Level 2 background screening through FLClearinghouse. Failure to complete the screening or meet the requirements may result in disqualification from consideration. The David A. Straz, Jr. Center for the Performing Arts, Inc. is an equal opportunity employer committed to being an inclusive workplace and strongly believes in the importance of having a diverse group of individuals represented. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class. #J-18808-Ljbffr Straz Center for the Performing Arts