Executive Assistant & Office Manager

• Non-Exempt
• Full-Time (40 hours per week)
• Permanent

• Providing high-quality, proactive administrative support to the CEO
• Supporting the CEO with scheduling, travel planning, expense reporting, signing of checks and other documentation, and preparation of meeting materials
• Coordinating logistics for board and senior team meetings, including preparation of agendas, materials, minutes, and follow-up documentation
• Attending and taking notes at key meetings as needed by the CEO
• Coordinating and maintaining systems, supplies, and workflows that enable team productivity and communication
• Managing general office operations, including bank deposits and IRA reports, supply ordering, contact lists, conference logistics, annual subscriptions and dues, equipment maintenance, mail handling (incoming and outgoing), voicemail system, printers and other office equipment, and vendor relationships for office needs
• Facilitating internal communications and organizational calendar management to support operational alignment
• Coordinating and executing upon logistics for staff and board events and initiatives
• Serving as the point of contact for administrative inquiries and coordinating logistics for internal meetings and external visitors
• Other duties as assigned 

• Strong organizational and time management skills
• Excellent verbal and written communication skills
• Calendar and scheduling software proficiency
• Experienced with Office 365 programs
• Ability to work independently and quick problem-solving
• Customer Service and interpersonal skills
• Able to learn and adapt new programs/software as needed
• High level of discretion and professionalism

• Experience with board or executive support
• Experience with tech and equipment maintenance
• Experience in entertainment/events industry
• In addition to English, multilingual Spanish, Portuguese, Kriolu (Cape Verdean Creole), Haitian Creole, or K’iche.

• Brings a spirit of curiosity, creativity, and openness
• Communicates with clarity, honesty, and care
• Thrives in a collaborative, relationship-centered team
• Shares our commitment to equity, inclusion, and anti-racism
• Is excited to learn, grow, and imagine new ways forward

• Imagination – We encourage creative problem-solving and fresh ideas from every level of the organization.
• Connection – We work with empathy and respect, building strong relationships across teams.
• Equity – We actively address inequities in our systems and strive for inclusive representation in all we do.
• Transparency – We communicate openly, share information proactively, and make decisions with integrity.
• Discovery – We support risk-taking and learning from mistakes as essential parts of growth.

• Medical insurance
• Dental & vision
• Retirement plan with employer match
• Employer-paid STD, LTD, Life
• Generous paid time off
• Professional development
• Additional perks: Tickets to performances, wellness programs, and remote and schedule flexibility.

TO APPLY

Applications will be reviewed on a rolling basis until the position is filled. To be considered, please submit:

1. Your resume
2. A brief cover letter expressing your interest in the role

We deeply value working with individuals from a rich mix of backgrounds, experiences, and perspectives. We believe this diversity strengthens our institution and enriches our community. While we've outlined the qualifications and experience that we think will help someone thrive in this role, we also recognize that talent comes in many forms. If your background doesn't perfectly align with every requirement, we still encourage you to apply - your unique perspective might be exactly what we need.

If you require reasonable accommodation to complete a job application, pre-employment testing, or a job interview, or to otherwise participate in the hiring process, please contact View email address on us.fitly.work or call View phone number on us.fitly.work.

EQUAL OPPORTUNITY EMPLOYER

The Zeiterion is an equal opportunity employer. We celebrate equity and are committed to creating an inclusive, thriving environment for all employees, including but not limited to a culture of antiracism in which we build policies, procedures, and a safe space for people from all backgrounds to feel safe and seen in our employ, in our seats, and on our stage. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status