Executive Assistant & Board Liaison

The Greater Philadelphia Cultural Alliance was founded in 1972 and is one of the nation’s best-known and most effective arts service organizations. We operate in five counties surrounding Philadelphia, and also serve southern New Jersey and Northern Delaware as part of our metropolitan region.  We have over 450 nonprofit and for-profit members, but the Alliance serves the entire cultural sector – over 1,500 performing arts, visual arts, history, science, horticulture, arts education, community art centers and other cultural organizations. 

We are currently searching for an Executive Assistant & Board Liaison to join our team.

Position Summary

The Executive Assistant & Board Liaison is a full-time position that reports to the President & CEO. They provide direct support to the President & CEO and senior leadership team, serve as the primary liaison to the Board of Directors, and support a variety of administrative and office management tasks.

Primary Role & Responsibilities

Executive Assistant:

• Provides dedicated support to the President & CEO, including heavy calendar and meeting management through scheduling, facilitating long distance travel (as needed), and sending/receiving/accepting meeting invites.
• Supports the Vice President of Finance & Operations, including processing invoices, reconciling credit card statements, and maintaining petty cash records.
• Supports the Vice President of External Relations, including processing check and credit card payments, recording revenue in Salesforce, publishing Job Bank listings, database management, and event support.
• Supports additional leadership team members as directed.

Board Liaison:

• Responsible for coordinating and setting up board meetings, including gathering and disseminating meeting materials on a timely basis, coordinating catering, printing materials, and interfacing with the site on logistics and technological arrangements.
• Responsible for managing and tracking meeting invites, attendance and other correspondence for all board and committee meetings, and sending out other communications to the board.
• Manage the board shared file drive, including uploading all agendas, minutes, presentations, and other relevant materials.
• Maintain Board of Directors records, including contact lists, forms, etc.
• Take minutes at board and committee meetings as requested.
• Manage general correspondence with board members.

Office Management:

• Act as a point of contact and gatekeeper for staff, board, members, and other stakeholders.
• Receive visitors by greeting, welcoming, and directing them to the appropriate staff member.
• Answer, screen, and forward incoming calls.
• Manage office technology, including interfacing with IT consultants, managing technology inventory and setup, and serving as administrator of shared file drive, email system, and Zoom phone.
• Under the direction of the VP of Finance & Operations, responsible for onboarding and offboarding of team members inclusive of managing setup and access for all technology and company systems.
• Acts as point of contact for maintenance, mailing, shipping, and supplies ordering.
• Performs general office operations including scheduling, mail management, document management, inventory management, and maintenance of office equipment.
• Responsible for coordinating and setting up in-office meetings, including catering if requested.
• Performs support, research and special projects as requested.
• Other duties as assigned.

Qualifications

• Bachelor’s degree required or high school diploma plus equivalent experience.
• 2-4 years’ experience in a similar role required.  Time spent supporting a President/CEO or other C-Suite leadership member preferred.
• Experience in supporting a non-profit board a plus.
• Strong written and verbal communication skills.
• Strong interpersonal skills; demonstrates professionalism.
• Strong personal code of ethics and integrity with high degree of confidentiality.
• Results oriented with strong project management and analytical skills.
• Creative thinker.
• Ability to work independently but also as part of a team.
• Excellent computer skills including experience with Microsoft Office, Word, Excel, PowerPoint, Publisher and database management.  Experience with Salesforce preferred, but not essential.
• Detail oriented.
• Candidates from diverse backgrounds are strongly encouraged to apply.
• Interest in the arts is a plus.

Compensation

This is a full-time position with an annual salary of $47,000 - $50,000. The Cultural Alliance provides a generous benefits package including medical, dental and vision benefits, a 403b plan, short- and long-term disability, and Paid Time Off. 

This is a hybrid remote/in-person position based in Philadelphia. Proof of COVID vaccination is required by the time of hire for this position.

The Greater Philadelphia Cultural Alliance is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.  We strongly encourage candidates with lived experiences from a wide range of communities to apply and we welcome applicants of all backgrounds. Our office is located in The Philadelphia Building, which is an accessible space in Center City Philadelphia.

The Cultural Alliance Work Environment Values Statement

As the Cultural Alliance serves our members and the broader arts and culture sector, we also celebrate the people who make that vital work possible. We know that as happy, healthy and fulfilled individuals, we are better advocates for the Cultural Alliance and its constituents.

We create an inclusive and supportive environment by practicing respect, empathy and valuing the diversity and perspective of each individual. Through our actions, we are accountable to our mission and values and considerate of each other and our stakeholders. We encourage work/life balance because we know that our unique backgrounds, passions and interests outside of work help to inspire innovative solutions.

We believe that we are all leaders, all possessing important insight into the mission of the Cultural Alliance, and all deserving of opportunities for advancement and professional development. We work as a team to build trust and collaborate in a way in which everyone’s input is heard and their contributions appreciated. We promote creativity and out-of-the-box thinking and challenge ourselves to continually ask what a strong organization looks like.