Executive Assistant & Board Liaison

Job Title: Executive Assistant & Board Liaison

Department: Artistic

Reports to: Executive Director and the Artistic Director

Salary Range: $72,000 - $82,000

Position Summary

This position provides critical support to the leadership of Miami City Ballet through exceptional organization, coordination, communication, and follow‑through. The Executive Assistant helps ensure that executive and Board priorities, commitments, and activities remain organized and on track while facilitating the flow of information across the organization.

This position works closely with the Senior Leadership Team, Board Chair, Committee Chairs, Directors and Trustees and requires sound judgement, discretion, responsiveness, initiative, and the ability to anticipate needs and manage multiple priorities in a complex and fast moving environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include, but are not limited to, the following:

• Provide high level administrative and project support to the Executive Director and the Artistic Director to support the effective use of their time and resources and the achievement of their goals and responsibilities.
• Support the execution of the Executive Director and the Artistic Director's short- and long-term goals and responsibilities.
  • Research, prioritize, and follow up on incoming issues and concerns identified by or addressed to the Executive Director and the Artistic Director, including matters of a sensitive or confidential nature. Exercise sound judgment in determining appropriate routing, identifying matters requiring executive attention or follow up, coordinating responses and next steps, and scheduling meetings based on priority, timing, and context.
  • Maintain an organized system for the Executive Director’s email and electronic correspondence to support efficient review, follow up, filing, and timely retrieval of information and records.
  • Attend internal and external meetings on behalf of the Executive Director as requested to gather information, document decisions and next steps, and facilitate appropriate follow‑up.
  • Provide project support for assigned initiatives, coordinating timelines, tracking deliverables, facilitating communication, and following up with responsible parties to keep work on track.
  • Manage and coordinate the calendars of the Executive Director and the Artistic Director with attention to organizational priorities, preparation requirements, travel, deadlines, and focused work time to support the effective use of each executive’s time.
  • Coordinate communication and follow‑up among members of the Senior Leadership Team, including scheduling meetings, tracking commitments, and deliverables.
  • Proactively follow up with responsible parties to keep work on track. Elevate unresolved matters to the Executive Director or Artistic Director as appropriate.
• Keep the Executive Director and the Artistic Director informed of and prepared for upcoming commitments and responsibilities and facilitate timely follow‑up.
• Complete assigned aspects of executive deliverables, including drafting correspondence, presentations, and other materials that support the Executive Director and the Artistic Director in effectively leading the organization.
• Prepare briefing materials for the Executive Director and the Artistic Director in preparation for meetings and travel, including assisting with drafting fundraising related materials in coordination with the Advancement Team.
• Coordinate with Advancement staff to ensure the timely exchange of donor and prospect information between executive leadership, Board members, and Advancement, including obtaining appropriate briefing materials in advance of meetings and sharing relevant relationship, cultivation, and contribution information for institutional follow up and recordkeeping.
• Provide administrative support and serve as the primary contact for the Board.
• Prioritize, coordinate and review communications related to Board meetings, events, speeches, correspondence and other Board activities.
• Ensure communications to and among Board members are timely, accurate, coordinated, and consistent with MCB messaging.
• Prepare, organize, maintain, and distribute Board materials, including but not limited to meeting and retreat materials, member directories, reports, invitations, and other Board communications and resources.
• Provide administrative and coordination support to the Executive Director, Artistic Director and Chair of the Board for Board Succession and continuity planning, including Board leadership and committee chair transitions.
• Provide administrative and coordination support for Board recruitment efforts, including maintaining information on identified Board needs and prospective Director and Trustee candidates and tracking related outreach and follow‑up.
• Provide administrative and coordination support for Board committee composition and appointments, including maintaining current and projected committee rosters, prospective committee member information and related follow‑up.
• Coordinate the annual Board election process at the organization’s Annual Meeting.
• Track governance related matters requiring Board or staff action. Facilitate timely follow up and elevate unresolved matters to the appropriate members of the Board or executive leadership.
• Coordinate new Board Member orientation and other Board development activities in collaboration with the Executive Director, the Artistic Director, Board Chair, and the Senior Leadership Team.
• Coordinate the planning, logistics, preparation, and follow up for Board and committee meetings, including the annual meeting calendar, agenda process, meeting materials, and related correspondence. In collaboration with the Board Chair, Executive Director, Artistic Director and Senior Leadership Team, follow up with responsible parties for agenda items, and ensure that appropriate background materials are prepared and distributed in advance of meetings.
• Manage the administrative infrastructure supporting Board committees, including coordination, scheduling, materials, records, communication, and follow up.
• Proactively coordinate with committee chairs and staff liaisons to support meeting preparation, including timely development of agendas and preparation and distribution of appropriate materials.
• Maintain awareness of committee charters and flag questions or concerns regarding committee scope to the Executive Director, Artistic Director, Board Chair, or appropriate committee leadership.
• Attend committee meetings as requested on behalf of the Executive Director or Artistic Director to document discussion, decisions, and next steps and facilitate appropriate follow up.
• Identify and elevate problems or concerns raised through committee activity to the appropriate Board or executive leadership for attention and follow‑up.
• Prepare the Executive Director, the Artistic Director and Chair of the Board for anticipated discussion items at Board and committee meetings.
• Ensure Board minutes are recorded and distributed in a timely manner following the meeting.
• Coordinate with Advancement staff to support the execution of cultivation, stewardship, and campaign activities involving the Executive Director, Artistic Director, and Chair of the Board, including scheduling, communication, preparation, and follow up as appropriate.
• Coordinate travel and related activities involving Board members, donors, and prospects in collaboration with Advancement staff, including scheduling, invitation coordination, briefing materials, and follow up.

QUALIFICATIONS

Education:

• BA Degree preferred, or equivalent combination of education, training, and experience

Experience:

• Minimum of 5 years of experience providing high level executive support, preferably including experience supporting a Board or senior executive leadership.
• Experience working with high-net-worth individuals and key stakeholders preferred.

Key Qualities:

• Demonstrates integrity, professionalism, discretion, and sound judgment and maintains the highest standards of confidentiality.
• Highly responsible, dependable, and accountable, with consistent follow-through on commitments and deadlines.
• Exceptional organizational and time management skills, with strong attention to detail and the ability to establish priorities and keep multiple workstreams organized.
• Anticipates needs, identifies potential issues before they become problems, and takes appropriate initiative without requiring constant direction.
• Remains composed and exercises good judgment in fast moving, high pressure, or changing circumstances, with the flexibility to adjust priorities and pivot as needed.
• Decisive and resourceful within the scope of the position, with the judgment to know when to act independently and when to elevate a matter for executive attention.
• Personable, polished, and professional, with the poise, diplomacy, and tact required to interact effectively with Board members, donors, senior leadership, staff, and external partners.
• Excellent written and verbal communication skills, with the ability to communicate clearly, appropriately, and professionally across a range of audiences.
• Demonstrates strong executive calendar management skills and an understanding of how to balance competing priorities, preparation requirements, deadlines, and focused work time.

Language Skills:

• Ability to read, write, speak and comprehend English fluently.
• Spanish fluency preferred but not required.

COMPUTER SKILLS AND ABILITIES

• Proficiency with Microsoft Office products, including Word, Excel, Outlook, and PowerPoint
• Proficiency with videoconferencing tools including Teams and Zoom
• Experience with Canva a plus
• Experience with Tessitura a plus
• Experience with board management digital platforms a plus

Miami City Ballet seeks to develop and nurture its diversity. Miami City Ballet is committed to maintaining an inclusive community that recognizes and values the inherent worth and dignity of every person; fosters tolerance, sensitivity, understanding, and mutual respect. Miami City Ballet is an EEO employer fully committed to achieving a diverse workforce. All individuals, including minorities, women, individuals with disabilities, and protected veterans are encouraged to apply.