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Personal Executive Assistant to Family Fund CEO
2 months ago
About Us
I’m a musician & AudioVisual artist based in the Bay Area, with projects in both the US & Europe. My projects and opportunities often run in parallel which is why I need help with prioritization and time management. I also run a small family foundation which focuses on creative environmental projects with a small scale and large impact. I lead a small distributed team of two philanthropic advisors and our grantees are based across the United States.
About the Role
I am searching for a highly organized, proactive and well-rounded Executive Assistant for a roughly 10 hrs/week engagement with an opportunity to increase. The ideal candidate will be capable of managing a diverse array of tasks with precision and discretion, involving coordinating creative projects as well as admin support within the philanthropic sector.
Responsibilities will be a mix of keeping my day-to-day organized, drafting communications both personal as well as for the organization, agenda setting and note-taking, assisting with/on any phone/video calls, management of my calendar, booking of travel, light-weight social media management and website updates. I am looking for someone who is excellent at time management and prioritization, who could seamlessly and autonomously offload things from me, and ideally has experience as both personal assistant (experience working with artists is a huge plus) as well as a corporate or NGO EA.
Responsibilities:
Help with weekly planning and daily time management, ensuring a seamless balance between the artist’s professional and personal commitments.
Provide occasional personal support to the artist, such as managing household appointments, coordinating family events, and running errands.
Conduct research and communicate with galleries, agents, and other stakeholders for exhibitions, commissions, and collaborations as needed.
Manage the artist’s online presence, including website updates, social media management, and newsletter distribution.
Oversee logistics for art shows, openings, and other public appearances, ensuring all details are handled smoothly.
Schedule both personal and organization meetings and manage calendars.
Take accurate and comprehensive notes at various meetings.
Event planning once or twice a year for our annual grantee event.
Plan travel, including flights, accommodation and ground transportation.
Draft correspondence such as emails and letters.
Maintain records of donations, grants, and other financial contributions, ensuring accurate reporting and compliance; assist with payroll.
Organize and maintain digital files, including contracts, project documentation, and philanthropic records.
Assist in the preparation and dissemination of reports, newsletters, and other communications related to the philanthropic organization’s activities.
Prepare meeting agendas, take minutes, and follow up on action items.
Qualifications:
Proven experience as an Executive Assistant, Personal Assistant, or similar role, ideally within the arts or nonprofit sectors.
Excellent organizational and multitasking abilities, with a strong attention to detail.
Proficiency in Microsoft Office Suite, Google Workspace, Calendar apps, and project management tools.
Experience with Squarespace or similar website building platforms and social media platforms is a plus
Strong written and verbal communication skills; creative writing is a plus.
Ability to work independently and handle confidential information with discretion.
A passion for the arts and philanthropy, with a deep understanding of the related industries.
Flexibility to occasionally work outside of regular biz hours as needed.
