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Executive Office Liaison
4 months ago
POSITION SUMMARY:
In collaboration with the Managing Director/CEO, Artistic Director,
Director of Institutional Advancement, and the Executive Office
Team, the Executive Office Liaison coordinates and administers all
activities and communications related to the Board of Directors and
plays a central role in ensuring that Board Members are educated
about Center Theatre Group, engaged in the organization and have
the tools they need to be effective in their position. This
position supports the day-to-day administration of the Executive
office and will provide a wide range of services in support of the
Managing Director / CEO. Key responsibilities include handling
internal and external communications, scheduling, expense
management, and handling special projects. The Executive Office
Liaison also provides fundraising support to the Managing
Director/CEO, Artistic Director, and Executive Office in support of
their Board and Donor relationships, including drafting
correspondence, preparing presentations and materials for Board and
donors, and maintaining reports, among other duties. The Executive
Office Liaison may also be called upon to provide limited
administrative support to the Executive Team.
Page 2
We want to provide a little more background to potential
applicants. We are looking for someone passionate about CTG and the
place/role of theatre in the community. We are also looking for
someone who is interested in focusing their time and attention on
supporting a group of community leaders in that effort, and who
wishes to excel in VIP management and administration. We see this
chiefly as an executive administrative role with core elements in
event support, data management and communications, rather than a
major gifts or fundraising role. The Executive Office Liaison will
need to maintain confidentiality and exercise discretion at all
times.
PRIMARY RESPONSIBILITIES RELATED TO BOARD ADMINISTRATION:
Administration, Scheduling, Budget Duties
1.
Coordinate and oversee Board scheduling and managing the
comprehensive calendar of Board, Committee and Special Task Force
Meetings. Coordinate other staff assigned to managing Board meeting
scheduling communications. Maintain calendar to ensure limited date
conflicts.
2.
Manages Board meeting and event budget.
Meeting and Event Responsibilities
3.
In association with Institutional Advancement Events Team, plan and
execute Board meetings including venue/menu selection and notifying
and collecting RSVPs from the board.
4.
Work with leadership to prepare Board Meeting Agendas, draft verbal
reports and collect written reports from other departments and
distribute to the Board.
5.
Attend and take minutes for Board of Director meetings; the
Executive, Finance and Audit Committee meetings; and support the
other standing committees, including Education & Community
Partnerships, Institutional Advancement, and AREDI.
Communications and Information Management
6.
Work with the Director of Communications and other Executive Staff
to distribute all communication to the Board, including meeting
notices, post-meeting materials, monthly reports on CTG, and any
other correspondence that ensures effective communication with a
high level of transparency.
7.
Work with the Director of Communications on press releases and
profiles of new Board members.
8.
With IT and the Director of Communications, develop and update the
Board intranet, ensuring all Board materials are maintained,
accessible and up to date.
Board Governance Administration and Data Management
9.
In coordination with the Institutional Advancement Team, support
Board giving.
10.
Distribute, collect, and report on the Board Self-Evaluation
Process.
11.
Track Board Member terms, emeritus members, board demographics and
any other reports as requested.
Page 3
12.
Track and report on Board data/records, including but not limited
to: committee assignments, committee materials and records, Board
Giving, theatre attendance, meeting attendance, and
participation.
13.
Oversee and track the Board recruitment process, including
preparing candidate profiles, identifying potential candidates, and
tracking and scheduling interviews and follow-up that is
needed.
14.
Coordinate the New Board Member “On-Boarding” process, including
assigning mentors, monitoring assigned activities for New Board
Members, and managing the Orientation Day.
15.
Ensure By-Laws are kept current.
16.
Ensure Board Member contact and other information is current in all
appropriate documents and on Tessitura.
PRIMARY RESPONSIBILITIES RELATED TO EXECUTIVE ADMINISTRATION AND
FUNDRAISING SUPPORT:
1.
Manage the day-to-day operations of the Managing Director/CEO’s
office.
2.
Answers phones, responds to inquiries, and engages in frequent and
professional internal and external communication for the Managing
Director/CEO.
3.
Schedules meetings and travel for the Managing Director/CEO.
4.
Prepares written materials, presentations, and correspondence for
Managing Director/CEO. Ensure that all printed materials are
well-written and proofed.
5.
Prepare meeting agendas, attend meetings, take minutes, and manage
follow-up as needed.
6. Prepares written materials, presentations, meeting materials and
packets to support the Managing Director/CEO, and other members of
the Executive Office in select fundraising efforts.
7.
Supports the Executive Office administrative budget, tracks
expenses and reimbursement for the Executive Director and other
Executive Office members as needed.
8. Prepares written materials, presentations, meeting materials and
packets to support the MD/CEO, AD, and other members on the
Executive Office in select fundraising efforts.
9. Support the creation and implementation of department policies
and procedures, in collaboration with other staff.
10. Support the Executive Office in relationships with key outside
vendors, e.g. search firms, legal team, consultants including
contract and project execution, scheduling, billing and travel as
needed.
SECONDARY RESPONSIBILITIES:
1. Work with the VIP Ticket Desk on handling of ticketing requests
for Board Members. Directly support ticket requests for key
individuals as identified by leadership.
2.
As additional Advisory Committees, Councils, etc. are developed by
executive leadership, support in their coordination, scheduling,
tracking, etc., similar to Board and Committee support.
Page 4
3.
Assists Executive Assistant to the Artistic Director with
administrative support for the Artistic Director, including
communications and scheduling, as needed.
4.
Demonstrates a positive attitude toward Board members, donors and
fellow staff.
5.
Effectively interact with Board members including the Board
president, Board committees, donors and prospective donors, Music
Center and resident company executives and staff (LA Opera, LA
Phil, LA Master Chorale) on behalf of the Managing Director/CEO.
Ensures that all printed materials are well written and proofed
including but not limited to letters, proposals, invites, mailing
lists, reports.
6.
Evidence of good work habits including but not limited to being on
time, following CTG workplace policies, arriving prepared for
meetings and events, being responsive and following through on all
Board and supervisor requests.
7.
Exhibits appropriate phone, email and in-person etiquette, and
responds to phone and email messages in a timely fashion.
8.
Exhibits a positive attitude in relation with donors and fellow
staff.
9.
Works as a team member with the entire Executive staff on all
department events and activities.
10.
Demonstrate an ongoing commitment to our equity, diversity,
inclusion and access initiatives and an ongoing commitment to an
anti-racist culture and environment at CTG.
11.
Other duties as assigned.
CTG provides a dynamic working environment in which duties and
responsibilities may change. Employees are expected to be flexible
and responsive to changes in the scope of their duties. All
employees are expected to be familiar with and adhere to Center
Theatre Group’s Personnel Policies and Procedures.
QUALIFICATIONS:
A.
Knowledge and essential skills
1.
Computer skills in Microsoft Word and Excel in addition to a strong
working knowledge of database systems.
2.
Excellent written and oral communication skills.
3.
Ability to work independently and handle multiple tasks
simultaneously in a fast-paced environment.
4.
Comfort with new technology related to administration and meeting
support, particularly remote meeting capacity including supporting
video and sound.
5.
Exceptional project management and high-level administrative
skills.
6.
Proficiency with project and program budgeting and financial
tracking.
7.
Demonstrated expertise in data management and tracking.
8.
Knowledge of and passion for the theatre arts.
B.
Minimum requirements: Essential functions and abilities
1.
Minimum of 5 years of previous administrative support experience
that includes VIP, Board and/or Donor experience.
Page 5
2.
Previous experience working in an office environment.
3.
Enthusiasm, dedication, a sense of humor and a drive to
succeed.
4.
Ability to work evenings and weekends.
5. Must be able to easily travel to, within and around a variety of
locations, both interior and exterior for meetings, events and
other job-related activities.
6. Must be able to effectively and efficiently operate office
equipment including managing remote meetings, copiers, computers,
etc.
7. Must be able to lift and carry 20 pounds (i.e. reports,
programs, brochures, etc.)
8. Must have own transportation to attend meetings and events off
site.
