Executive Assistant and Scheduler

The Music Center

Los Angeles, CA

The Music Center convenes artists, communities and ideas with the goal of deepening the cultural lives of every resident in Los Angeles County.  The non-profit performing arts organization has two divisions: The Music Center Ops (TMC Ops), which manages The Music Center’s four theatres, an outdoor plaza and Grand Park on behalf of the County of Los Angeles; and The Music Center Arts (TMC Arts), which curates a world-class dance series, Glorya Kaufman Presents Dance at The Music Center; produces and presents programming in other arts genres with a focus on engagement; and presents nationally recognized arts education programs.  The Music Center is also home to four renowned resident companies – Center Theatre Group, the LA Master Chorale, the LA Opera and the LA Philharmonic.  With The Music Center On Location,™ the non-profit performing arts organization brings events and activities to locations outside of its Downtown Los Angeles campus.  The Music Center also programs and manages Grand Park, the 12-acre civic park located immediately across the street from The Music Center.

 

Currently, The Music Center is looking to fill the role of Executive Assistant and Scheduler.

 

The Executive Assistant and Scheduler is a problem-solving, proactive professional in a fast-paced environment that provides high-level administrative support in conducting research, handling information requests, maintaining President’s calendar and scheduling meetings, performing clerical functions such as preparing correspondence, receiving visitors, and arranging conference calls.

 

The Executive Assistant and Scheduler serves as the primary point of contact on the President’s schedule, manages the logistics for meetings, and works with the Director of the President’s Office to ensure that communications to and from the President’s Office are timely, professional and gracious.

 

Reporting directly to the Director of the President’s Office and Board Relations and with a dotted-line to the President, the Executive Assistant’s work is generally varied, at times task-oriented and at other times project-oriented.  The work must demonstrate knowledge of the organization, policies, and personnel by making routine administrative decisions and exercising independent judgment.

 

The Executive Assistant and Scheduler builds serves as an ambassador for the President’s Office to both internal and external constituencies.  S/he maintains frequent contact with executive management, internal staff, various volunteer groups and general contact with resident companies’ management, County Board of Supervisors, and County Chief Administrative Offices staffs on behalf of the President’s office.

 

 

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Resolves both routine and complex secretarial and administrative problems demonstrating independent, analytical, and creative thinking; handles highly confidential information, maintains an awareness of, and manages the efficient transmission of sensitive information and manages relationships and does so with attention to detail to ensure accuracy.

 

Drafts routine correspondence; books travel arrangements and arranges logistics for meetings on and off site; maintains President’s complex calendar; develops and oversees the maintenance of records systems including master files, archival files, electronic contact database; routes incoming mail, prepares outgoing mail and or distribution.

 

Acts as frontline representative of President and President’s office; serves as a communication link between President and senior staff; greets visitors, ascertaining nature of business and directs to appropriate persons, answers telephone and gives information to callers or routes call to appropriate official.

 

Performs routine accounting tasks, reviews, codes and processes invoices, prepares and processes various accounting documents such as expense reports; and researches information as requested; in addition, handles special requests from board members at the direction of the Director of the President’s Office and Board Relations. 

 

Will assist the Director of the President’s Office and Board Relations with the annual summer and Holiday staff events; organize logistics and A/V needs for the quarterly All Staff meetings.

 

Additionally, maintains and distributes the monthly internal staff contact list; maintain the President’s contacts and provide mailing lists as required.

 

Under takes special projects as assigned by establishing objectives; determining priorities; managing time, gaining cooperation of others; monitoring progress, problem-solving; and making necessary adjustments to plans.

 

KNOWLEDGE, SKILLS, AND ABILITIES:

Manages a rapidly changing environment. Is proactive in the highest and best manner.

 

As an ambassador, builds strong relationships with key stakeholders both internally and externally.

 

Communicates and presents information in a timely manner that is readily accessible and understandable to others.  Strong written and verbal communication skills needed, including the ability to proofread.

 

Possesses outstanding organizational skills; ability to prioritize tasks to meet assigned deadlines is necessary.

 

Excellent telephone manner and written and verbal skills are essential.

 

Ability to handle confidential and sensitive information with discretion and diplomacy and tact are critical.

 

Excellent interpersonal skills; effective listener; approachable, collaborative and collegial.

 

Proactive with strong problem-solving skills and an ability to consistently provide accurate, detail-oriented work.

 

Ability to work in a fast-paced dynamic environment; work well while under pressure.

 

Ability to work flexible schedule including occasional evenings and weekends is required.

 

Highly proficient in working in Microsoft environment: Word, Excel, Power Point, Outlook.

 

All other duties as required.

 

EDUCATION AND EXPERIENCE:

Bachelor’s degree or equivalent preferred

 

Minimum of 3 to 5 years senior and or executive support experience with substantive responsibility required.

 

Background or interest in the arts or non-profits desired; an ability to speak a second language, a plus.

 

SALARY:

Commensurate with experience; this is a full-time exempt position.

 

HOW TO APPLY:

Interested applicants please submit cover letter, resume along with salary requirements to jobs@musiccenter.org or to fax (213) 972 8029.

 

musiccenter.org

EQUAL OPPORTUNITY EMPLOYER

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