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Executive Assistant

4 months ago

Pittsburgh, United States Pittsburgh CLO Full time
Job DescriptionJob DescriptionPittsburgh CLO is a not-for-profit cultural organization dedicated to the preservation, creation and promotion of the American musical theater art form, the furnishing of arts education and providing outreach and meaningful community service opportunities in Western Pennsylvania and throughout the United States.
The Pittsburgh CLO, hailed as one of the nation’s premier regional theaters, is seeking a resourceful, organized, resilient self-starter to serve as its Executive Assistant. 

The successful candidate will be a dynamic and customer-service oriented professional dedicated to supporting the Executive Producer and contributing to the overall success of Pittsburgh CLO’s mission. With a proven track record in unlocking the efficiency and effectiveness of executive leaders through administrative partnership, they will display exceptional communication skills, meticulous attention to detail, and the ability to thrive and find joy in a high velocity environment. Beyond impeccable organizational skills, the ideal candidate must handle sensitive information with discretion, and possess a proactive approach to problem-solving. This role requires seamless management of the Executive Producer’s schedule and deft handling of a myriad of administrative tasks. The ideal candidate will play a crucial part in the day-to-day operations of Pittsburgh CLO, ensuring the Executive Producer’s time is optimized tactically to be strategically impactful, which will enable Pittsburgh CLO to continue making a positive impact on our community.
What you’ll do:
Executive Assistant Activities:
  • Serve as the main point of contact between the Executive Producer and internal/external stakeholders.
  • Manage and optimize schedule and calendar for the Executive Producer, including but not limited to daily collaboration of upcoming meetings, events, schedule changes, etc.
  • Manage schedule collaboration with staff who require Executive Producer’s time.
  • Monitor and prioritize incoming emails, mail, and phone calls for the Executive Producer.
  • Provide high-level administrative support for the Executive Producer; tasks including but not limited to email and correspondence, credit card reconciliation, research of systems, practices, people and industry news, and maintenance and organization of filing systems both physical and digital.
  • Attend meetings and take accurate minutes as requested by Executive Producer.  
  • Organize, prepare, and implement the Executive Producer's meetings (Senior Leadership Team, Board, staff, outside stake holders, etc.).
  • Prepare and edit correspondence, communications, presentations, and other documents.
  • Conduct research, compile data, and prepare reports for the Executive Producer and Senior Leadership Team.
  • Manage Executive Producer’s public relations and internal culture interactions including but not limited to; birthdays, anniversaries, career and community recognition events, condolence cards; awareness of life events of staff and board, invites of local dignitaries and VIP to CLO events; Assist with major donor assignments and relationship stewardship.
  • Manage and coordinate all aspects of Executive Producer's travel, as well as and pre and post travel preparations and research.
  • Create and maintain tracking systems for existing and upcoming projects.
  • Serve as the back up to the Office Manager/Receptionist.
Board Support Activities:
  • Serve as the primary administrative contact between the Executive Producer and the CLO’s active and committed Board of Directors.
  • Maintain communications with Board of Directors via secure online document portal; update user accounts and upload files.
  • Maintain Board files and records including contact sheets, distribution lists, meeting calendars, agendas, meeting invites; record and transcribe meeting minutes for all board meetings; send out and track annual conflict of interest forms and disclosure forms; update Board information and committee selection sheets, etc.

What you’ll need:
  • 3-5 years of experience as an Executive Assistant or Administrative Assistant.
  • Ability to maintain and protect sensitive and confidential information.
  • Excellent verbal and written communications skills.
  • Excellent organizational skills with demonstrated attention to detail and accuracy.
  • A genuinely friendly, yet steadfast nature.
  • Ability to work quickly and accurately in a fast-paced environment.
  • Flexible and skilled at juggling multiple projects and calendars at once with the ability to adapt quickly.
  • Excellent technology and computer skills, including Microsoft Office Suite, Outlook, database programs, Zoom, AI.
  • Innate and honed intuition to foresee potential problems and plan contingencies accordingly.
  • Willingness and ability to work the unconventional hours of the entertainment industry, including some weekends, evenings, and holidays, when events occur and when company’s peak deadlines occur during such times.
  • Engaged in and curious about Musical Theater is a plus.
  • PA driver’s license preferred.
About the Executive Producer:
As the Executive Producer at Pittsburgh CLO, I bring a unique set of strengths that drive the creative process and foster an environment of collaboration and excellence. My strong ideation skills make me both a creative thinker and problem solver, and I'm always seeking innovative solutions to challenges. I am a person who loves information and the gathering of it. I thrive best when I am well-informed about the topics and areas I must impact. I possess a genuine enthusiasm for continuous learning. My commitment to maximizing potential aligns with my belief in the power of collaboration and strength of a cohesive team. Empathy for others is at the forefront of how I engage with my team, and I approach leadership with a profound sense of responsibility. I firmly believe in doing what I say and being accountable for my actions. Effective communication is a cornerstone of my leadership style, ensuring that ideas are conveyed clearly, fostering a positive and productive working environment. As the Executive Producer, my attention is consistently on driving creative projects and cultivating a workplace culture where each team member's contributions are valued and celebrated. 

​ What we offer:
  • Hourly compensation starting at $22.00 per hour, commensurate with experience.
  • Full-time, non-exempt position with a dynamic organization and engaged team.
  • Full employer-paid benefits package (health, vision, dental, and life). Voluntary additional life and LTD available.
  • 403(b), 401(a), FSA, PTO, and select paid holidays.
  • Perks include free tuition for academy classes and free tickets to CLO produced shows.

It is the continuing policy of Pittsburgh CLO to afford equal employment opportunity to qualified individuals regardless of their race, color, religion or belief, age, sex, gender identity or expression, national origin, ancestry, sexual orientation, physical or mental disability, veteran status, or family or parental status and to conform to all applicable laws and regulations to that regard. This policy of equal employment opportunity comprehends all aspects of the employment relationship, including application and initial employment, promotion and transfer, administration, and the application of service, retirement, seniority and employee benefit policies. 
 

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