Executive Office Liaison

• Assist the Executive Director/CEO with day-to-day operations and administrative tasks including their correspondence and calendaring. Answer phones, respond to inquiries in an engaging and professional manner;
• Schedule meetings and travel for the Executive Director & CEO;
• Coordinate logistical elements of meetings including heads of department meetings, director’s meetings, all staff meetings, retreats and other staff activities. Examples of logistics for these types of meetings include: manage invitations, RSVPs, food orders or catering (if required), venue and equipment bookings (if required), budget and activities, as needed;
• Draft, review and edit reports, letters, papers and various correspondence and analysis as required. Proofread and copyedit materials;
• Prepare meeting agendas for the Executive Director & CEO, attend meetings as requested, take minutes as requested, and manage follow-up as needed;
• Responsible for new document management including obtaining signatures and delivering documents in a timely manner;
• Reconcile Executive Director/CEO’s credit card and expenses monthly with supporting documentation. Supports the G&A budget, tracks expenses and reimbursement to the Executive Director & CEO and other Executives as needed; 
• Facilitate communication with the City of Beverly Hills on behalf of the Executive Director/CEO and ensure that all issues or concerns are addressed quickly to effectively maintain a positive relationship with the City;
• Manage professional development organization memberships (such as WAA, APAP, and California Presenters), ensuring memberships are up-to-date and sharing member benefits to staff as needed;
• Attend Development campaign meetings and keep track of ongoing action items, helping the Executive Director/CEO to accomplish these tasks in a timely manner;
• Work with the appropriate members of the Box Office in handling ticket requests for Board Members. Directly support ticket requests for scheduling, tracking, etc., in the same manner as though it were Board and Committee support;
• Purchase office supplies;

• Take ownership and coordinate all logistics for Board scheduling. This includes managing the calendar for the Board meetings, staff and stakeholder invitations, and individual Board Committee meetings and ensure limited date conflicts. Manage all communications around the scheduling of these Board-related meetings;
• Manages Board meeting and event budget;
• In association with the Development Team, plan and execute Board meetings including venue and/or menu selection and inviting and collecting RSVPs from board members.
• Work with leadership to prepare Board meeting agendas, draft verbal reports and collect written reports from other departments to distribute to the Board;
• Work with the Executive Director & CEO and the Director of Development to distribute all communication to the Board, including meeting notices, post-meeting materials, monthly reports on The Wallis, and any other high-profile communications to the Board;
• Attend and take minutes for Board of Director meetings, Executive, Finance and Audit Committee meetings, and support other standing committee meetings, as required;
• Work with public relations firm to prepare communications on press releases and profiles of new board members;
• communications, prepare documents, invitations, materials, and agendas.  Follow up with Board members and/or Committee members as needed;
• Manage on-boarding of new Board Members including paperwork flow and the yearly Board Member renewal process;
• Track Board Member terms, emeritus members, board demographics and any other reports as requested;
• Track and report on Board data/records, including but not limited to: committee assignments, committee materials and records, Board Giving, theatre attendance, meeting attendance, donor event attendance, and participation;
• Oversee and track the Board recruitment process, which includes preparing candidate profiles, identifying potential candidates, and tracking and scheduling interviews and follow-up that is needed;
• Facilitate mentorship of new board members, including monitoring assigned activities for new Board Members
• Ensure by-laws are kept current;
• Ensure Board Members contact and other information is current in all appropriate documents and in Tessitura;
• Other duties as assigned.

• Minimum 5 years of professional administrative support experience that includes VIP, Board and/or Donor experience;
• Ability to work nights and weekends;
• Requires majority on-site work with potential for some flexibility with the Executive Director & CEO is traveling;
• Enthusiasm, dedication and the ability to effectively interact with Board members including the Board president, Board committee chairs and committee members, donors and prospective donors, company department heads and staff on behalf of the Executive Director & CEO.
• Strong writing and proofreading skills. Exhibit exceptional verbal, written and interactive communication skills, including the ability to write using another person’s voice or on behalf of another person;
• Mastery of Word, Excel, Outlook (extensive calendaring), Canva and PowerPoint and basic Excel;
• Passion for and/or a background in the performing arts, and a dedication to the mission of The Wallis is absolutely essential;
• Experience facilitating, taking and producing Board and Committee minutes is required;
• Extraordinary attention to detail, exceptional organizational skills, ability to juggle numerous tasks simultaneously;
• Requires a highly professional demeanor, the ability to maintain a high level of discretion with information and keeping confidential information confidential;
• Ability to plan ahead and anticipate the needs of others is required;
• Ability to work independently and handle multiple competing priorities in a fast-paced environment is essential;
• Proactive, flexible, professional, respectful, and collegial when interacting with all people. Exhibits a positive attitude in relation with donors and fellow staff;
• Requires reliable transportation to, within, and around a variety of locations (both interior and exterior) for meetings, events and other job-related activities.
• Evidence of good work habits include but are not limited to being punctual, following The Wallis’ workplace policies, arriving prepared for meetings and events and being timely and responsive to all Board and supervisor requests;
• Bachelor’s degree from an accredited college or university is preferred. Some college education is required;
• Fast learner and eager to learn new things.

The Wallis Annenberg Center for the Performing Arts is an Equal Opportunity Employer committed to diversity and encourages applicants of any age, national origin, race, ethnicity, religion, sexual orientation, political affiliation, or gender.