Executive Assistant at Vashon Center for the Arts

Responsibilities

• Manage calendar and schedule for the Executive Director.
• Organizing meetings, including scheduling, sending reminders, gathering documents, preparing materials, and organizing catering when necessary.
• Support and maintain the ED’s weekly task list, appointments and agendas.
• Provide administrative support for all fundraising events and special VIP gatherings.
• Help facilitate the flow of information between all program areas when needed.
• Develop and manage administrative systems for efficiency; create and organize filing for the ED and administrative operations.
• Provide administrative assistance, such as writing and editing emails and preparing communications on the ED’s behalf.
• Provide project support as needed.
• Assist with logistical and hospitality support for the Performing Arts program.
• Create and maintain all Performing Arts contracts.
• Distribute necessary information to staff and trustees as it relates to Performing Arts stewardship and hospitality.
• Maintain a competent level of understanding of Spektrix, VCA’s ticketing platform.
• Assist the ED with basic sales and revenue reporting.
• Manage highly confidential information with discretion and integrity.
• Support communications and marketing services through copy editing and proofing.
• Perform basic bookkeeping tasks as needed.
• Provide research as needed.
• Perform other duties as assigned.
• Answering phone calls in a polite and professional manner.
• Welcoming appointment guests and visitors on behalf of the ED and organization.
• Support Finance Manager with HR-related tasks for new employees – submit background checks, maintaining employee handbook, and completion of necessary employment forms.

Minimum Qualifications

• Bachelor’s degree in related field
• 5+ years’ experience in an administrative support or executive administration position
• Excellent written and verbal communication skills
• Experience working with more than a dozen employees across multiple program areas
• Knowledge of PC-based software applications – MS Word, Excel, Powerpoint, and Outlook
• Established record of integrity and being a team player
• Avid and enthusiastic supporter of the arts

Preferred Qualifications

• Experience with contractual agreements
• Solid writing skills and familiarity with report writing
• Knowledge of Vashon Island demographics
• Ability to work under stress with grace and humor

Compensation

This is a full-time, non-exempt position.

Salary range is $47,500 – $52,500, or $23.25 – $25.25 an hour, commensurate with experience. A typical work week is Monday – Friday; however, attendance at occasional weekend events may be required.

VCA provides paid time off and holiday pay. This position is eligible to participate in the group health and dental plan.

To Apply

Please submit (1) a cover letter describing your relevant work and life experience and interest in working at Vashon Center for the Arts, (2) a current resume highlighting relevant work experience and (3) three references. Applications should be emailed to employment@VashonCenterfortheArts.org no later than December 20, 2024. No phone calls please.

Equal Opportunity/Affirmative Action employer

Vashon Center for the Arts is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.