Executive Assistant to CEO

Position is open until filled. Applications accepted online via the linked Indeed posting.

General Summary  

The Executive Assistant to the President & CEO will coordinate and manage executive scheduling, prepare and organize important internal and external materials and plans, and support board meetings and the preparation of board materials. This role serves as the eyes and ears for the President & CEO, connecting organizations, projects, and critical business information to the President & CEO, ensuring meetings and materials are efficient and effective. The role serves as a trusted partner to deliver support to the President and CEO.

The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the  President & CEO’s needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Executive Committee, Board of Trustees, and leaders that report to the  President & CEO. To perform this job successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion.

Principal Duties and Responsibilities


  • Serve as receptionist for President & CEO, welcome guests to the office and manage telephone and email inquiries.
  • Schedule meetings as requested.
  • Preview and prioritize email, and/or implement automated systems that moderate volume and elevate most important messages
  • Make travel arrangements as requested. May include preparation of estimates prior to conference registrations.


  • Implement filing and organizational systems to streamline information and data flow between staff, board, and community members.
  • Facilitate President & CEO signature on contracts, checks, and other documents.
  • Assist President and CEO with timeline management to assure strategic priorities stay on track.
  • Organize and produce correspondence. Review mail and prioritize.
  • Assist with preparation of presentations 
  • Gather receipts and submit to Administrative Manager


  • Attend events and support President and CEO when there are donors or elected officials present for personal greeting.
  • Document donor contacts in the fundraising database, including setting ticklers and reminders, and documenting relevant personal information and meeting highlights.
  • Set appointments for donor meetings with President and Chief Executive Officer.
  • Coordinate with the Major Donor Manager or other development staff for materials (electronic or print) for donor meetings, as well as providing relevant donor history or other information to the person(s) going to the meeting.
  • Debrief following meeting to establish next steps and timelines for follow up.
  • Monitor calendar to assure follow up with donors at appropriate times.


  • Keep elected official contact information up to date.
  • Schedule meetings with any new officials, and maintain a rotation of meetings with elected and other public/governmental contacts.
  • Maintain advocacy records and up-to-date tools.
  • Assure inclusion of up-to-date information in donor database and email lists.


  • Prepare drafts of Executive Committee and Board agendas for President and Chief Executive Officer and Board President.
  • Prepare and distribute packets of information for Executive Committee and Board meetings.
  • Maintain a rotating schedule of meetings to encourage Board connections with the President and CEO as well as other board members (e.g., birthday lunches).
  • Attend Board meetings


  • Attend staff meetings as scheduled.
  • Maintain a thorough knowledge about all TAC programs. Represent TAC at public meetings and special events.
  • Assure organizational marketing, logo, and branding guidelines are implemented in organizational materials.
  • Work to assure that all organizational funds raised and expended are activated cost-effectively and with the greatest impact possible and in compliance with established policies and procedures and legal requirements.
  • Take a leadership role with regard to expanding the availability and accessibility of quality arts opportunities and experiences for all members of our community.
  • Serve as a professional resource with TAC volunteers, artists, businesses and government communities.
  • Other duties as assigned.

Impact on the Organization 

Supports the President/CEO to allow the most efficient and effective use of their time.

Qualifications/Knowledge, Skills & Abilities 

Education and/or Experience: 

  • Bachelor’s Degree or higher.
  • Experience in the public or non-profit sector preferred.

Communication and/or other skills:

  • Knowledge community cultural environment, artists, art, and art organizations
  • Excellent written and verbal communication skills
  • Knowledge of sound fiscal policy and budget management
  • Ability to work as effective member of team
  • Demonstrated organizational skills 
  • Must be proficient in the use of Apple and Windows operating systems, Microsoft Office, and Google Apps.
  • Ability to meet project deadlines
  • Ability to collect, analyze and report data
  • Ability to work well with all types of people
  • Ability to be creative and flexible
  • Ability to exercise independence and sound judgment in decision-making
  • Ability to provide training and oversight to volunteers and staff as may be required

Reporting Relationships

  • The President/Chief Executive Officer, Chief Operating Officer and Administrative Manager  provide work direction to this position.