Job Description

Job Description

Job Description

Executive Assistant/Board Liaison

Global Arts Live  

Cambridge, MA, United States 

ORGANIZATIONAL OVERVIEW  

For over 30 years, Global Arts Live has been a leading force in bringing exceptional global music and dance to stages across Greater Boston. We aspire to transcend borders, cultivate community, and enrich lives through cultural diversity and artistic expression. To date, we have presented more than 800 artists from over 70 countries, performing in over 1,500 events attended by more than 1 million people. 

We are in the midst of unprecedented growth as we launch a state-of-the-art performing arts center, The Platform, in Kendall Square, Cambridge, MA. Supported by a $20M campaign and operated by an associated business unit, this new venue includes a 400-seat theater, 125-seat cabaret space, rehearsal studio, and buskers' platform – all of which will further our mission and amplify our impact. The Platform will have its grand opening in September 2026.

POSITION OVERVIEW  

Global Arts Live seeks an Executive Assistant/Board Liaison to support the CEO, facilitate stewardship of the boards of directors, and assist the Director of Artistic Programs. The Executive Assistant will provide a filter for incoming requests, while executing a variety of administrative functions and coordinating strategic initiatives.

The ideal individual will have excellent judgement in a variety of situations, and an ability to handle confidential matters with discretion. They will be adept at organizing sensitive, complex, and dynamic situations with impeccable attention to detail. The Executive Assistant will need to be able to perform under pressure and work independently on projects from conception to completion.

RESPONSIBILITIES  

Supporting the CEO

• Prioritizes incoming requests to the CEO from staff, board, donors, and external constituents, issues reminders and follow-up as needed, drafts and files CEO's correspondence, and manages the CEO's calendar, ensuring it continues to be respected and followed

• Coordinates strategic initiatives and helps think through their execution

• Supports CEO's fundraising activities, especially as related to the entrepreneurial growth of the organization as it doubles its staff and opens a new performing arts complex, and in coordination with the development team

• Manages staff meetings on behalf of the CEO and contributes to the coordination of the administrative operations of the organization

• Completes a broad range of administrative tasks that may include tracking relationship-building; creating meeting agendas and minutes; filing/retrieving documents, submitting expense reports; entering data to support operations; and coordinating confidential correspondence

• Provides general office management including answering the office line, coordinating supplies, deliveries, visitors, guest travel, and landlord maintenance requests

• Represents the organization at concerts and other events

• Responsible for other duties as assigned by the CEO

Supporting the Board

• Under the direction of the CEO, serves as staff liaison to two boards of directors and multiple board committees

• Manages the board and committee meetings, establishes calendar, arranges meeting locations and refreshments, tracks RSVPs, drafts agendas and minutes, and ensures follow-up on next steps

• Spearheads the creation and distribution of board report packets; tracks all board communications and discussions

• Maintains confidentiality and exercises discretion in relationships with board members

• Ensures compliance with applicable rules and regulations set in bylaws regarding board and board committee matters

• Responsible for other duties as assigned by the CEO

Supporting the Director of Artistic Programs

• Up to one-third of this position's time may be dedicated to supporting the Director of Artistic Programs

• Assist with drafting, editing, circulating for signature, tracking, and filing contracts with artists and their agents

• Performs other duties as assigned by the Director of Artistic Programs

SKILLS AND EXPERIENCE

• Demonstrated exceptional writing, editing, and proofreading skills

• Discretion and effective interpersonal skills

• Proven ability to organize details and complex information and situations

• Experience working in a database, ticketing system, and/or CRM (Tessitura preferred)

• Proven ability to operate independently with good judgment and strong decision-making capability

• Track record of proactive and practical problem-solving in a fast-paced environment

• Experience with handling competing demands, able to handle multiple projects simultaneously
• Proven ability to achieve results when working collaboratively with a wide range of people, cultures, and ideas

OTHER

• Flexible schedule, ability to work nights and weekends

• Ability to lift 30 lbs. and climb 2 flights of stairs

• Passion for music, dance and the performing arts a must

EDUCATION AND EXPERIENCE REQUIREMENTS

• B.A. or equivalent

• At least two years of experience working in a complex, creative office environment, preferably supporting an executive

• Expert in Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint, OneDrive, Teams, Copilot) and quick learner on other software

• Proficient in Adobe Acrobat, Zoom, Slack, and Asana

• Arts administration experience preferred

• Prior experience working with a board ideal

HOURS  

• The regular hours for this position are from 9:30-5:30, Monday through Friday, but evening hours will be added. This position is 100% in-office, there is no opportunity for this to be remote or hybrid.  

COMPENSATION

This is a full-time, non-exempt position with an annual salary range of $60,000 – $65,000, commensurate with experience. Benefits include health, dental, disability and life insurance; SIMPLE Cafeteria flexible spending account; paid vacation, sick, and personal days; and 10 paid holidays.  

TO APPLY  

1. Please apply through and submit a resume with a cover letter that ties your experience to the needs of the job. You are encouraged to apply as soon as possible since interviews will be scheduled on a rolling basis.  

1. No postal mail, no phone calls, please.  

We are dedicated to considering a broad array of candidates, including those with diverse workplace experiences and backgrounds.

Reflecting the artists we present and the audiences we serve, Global Arts Live is an equal opportunity employer and welcomes applications from candidates demonstrating diversity of race, gender, sexual orientation, religion, ethnicity, and national origin. Global Arts Live is committed to creating a work environment that values respect, integrity, diversity, and inclusion.  

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