Senior Administrator to the President & CEO

Senior Administrator to the President & CEO Department : Executive Office, salary allocated across functions Immediate Supervisor : President & CEO Summary of Position This is a high-impact role that blends traditional administrative support with mission-driven coordination, stakeholder management, and organizational insight. Responsibilities Administrative Manages CEO’s calendar, schedules meetings, interfaces inter-departmentally with Vivo Performing Arts staff for scheduling needs (e.g. on performance days, coordinates with Artistic teams; for donor and board meetings, coordinates with Advancement team). Creates CEO’s briefing documents for Vivo Performing Arts performances and other public events, including VIPs to meet, talking points, etc. Attends many performances and events to "staff" CEO. Assists CEO to ensure successful fulfillment of responsibilities and goals at each performance. Takes notes and distributes following performances and events. Provides CEO materials in advance of each week for the purposes of meeting and schedule preparation. Acts as a trusted thought partner to the CEO. Drafts and edits correspondence (emails, letters, speeches) from the Executive Office. Coordinates CEO’s Vivo Performing Arts event tickets and guests with Box Office. Coordinates CEO’s travel and lodging, tracks CEO receipts and codes expenses in Divvy. Assists CEO in managing files and documents to ensure smooth day-to-day office operations for the executive office. Collaborates with the Marketing Analytics Manager on data and reporting requests. Artistic Planning Facilitates internal communications across departments; acts as support for the artistic planning team but is not a decision-maker. Routes incoming communications from artists and their representatives and coordinates closely with the artistic operations team. When required for scouting, researches artists and performances for further consideration and tracks performances to attend, locally and afield. Participates in artistic planning meetings and community program meetings; acts as a notetaker and tracks action steps and follow-up. Coordinates communication between CEO, artistic consultants, and the Program Administrator as assigned. Contributes to special projects and supports the production team as assigned. Qualifications Background in the performing arts, broad or multi-disciplinary knowledge preferred; conversant in musical and artistic disciplines; experienced in the creative process and comfortable in creative environments. Curious, resourceful, committed to learning, and intrepid. Experienced in a high-volume, fast-paced setting with excellent time management and multi-tasking skills; ability to prioritize and track complex tasks to completion. Presents well in professional settings (e.g., with donors, artists, and at performances) with a high degree of interpersonal respect, diplomacy, and confidentiality. Excellent written and in-person communicator with strong recall. Experience in scheduling required; experience with Microsoft Office Suite, including Outlook and SharePoint, preferred. Available to work a flexible schedule, evenings and weekends required; comp time available. #J-18808-Ljbffr Voices Boston