Executive Coordinator

Job Title: Executive Coordinator
Salary Range: $44,000 - $54,000
Job Type: Salary (Exempt)
Location: ArtWorks Administrative Office, 2429 Gilbert Avenue, Cincinnati, OH 45206
Reports to: CEO and Artistic Director
Start date:  ASAP

Job Description
ArtWorks seeks an Executive Coordinator to report directly to the CEO, provide executive support in a one-on-one working relationship. This role supports day to day functions while balancing managing larger projects with successful attention to detail to both. The Executive Coordinator also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts, coordinates internal events, manages vendor relations, and collects and manages information. This role involves taking initiative, self-sufficient task completion, and ability to see projects through to completion with high degree of accuracy. This is a demanding and important role for advancing the highest priorities and schedules and deadlines for organizational leadership. The Executive Coordinator must be proactive and enjoy working within an entrepreneurial environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, excellent organizational skills and attention to detail, and the ability to determine priorities and maintain a realistic balance among multiple priorities. The ideal candidate will thrive in a fast-paced working environment.
 
Key Responsibilities:
Manage CEO’s calendar, inbox, and priorities (45% of time)

• Daily proactive communication with CEO
• Coordinate and maintain organization and responsiveness to CEO’s calendar and inbox
• Prepare materials and presentations for CEO meetings as needed; may include research, assembling and analyzing data, preparing reports, PowerPoint presentations, handouts and documents
• Represent CEO in office tours, presentations and meetings as necessary
• Prepare and edit correspondence, communications, presentations, and other documents
• Correspond to and prioritize key inquiries for organizational external outreach
• Autonomous management of special projects
• Other duties as assigned

• Serve as key liaison for the Board of Directors and committees
• Arrange and schedule Board and committee meetings
• Record, transcribe, and distribute minutes and other documents for board and committee meetings
• Create and run PowerPoint presentations for board and committee meetings
• Manage virtual attendees for board and committee meetings
• Collect and manage Board files and directory
• Manage and maintain Board Portal and filing of all board documents
• Schedule and manage new board member onboarding
• Prepare materials for board recruitment
• Coordinate across organization to promote new board members, update letterhead, website
• Manage food orders and dietary restrictions for board meetings and events

• Manage strategic planning process with contractor, coordinate documents, scheduling and stakeholders to ensure timelines are met
• Schedule leadership team meetings and support agendas
• Record, transcribe, and distribute minutes and other documents for leadership team meetings
• Create and run PowerPoint presentations for leadership team meetings
• Manage virtual attendees for leadership team meetings
• Schedule and plan leadership retreats and additional meetings as needed
• Manage leadership team shared documents and priorities identified in meetings

• Schedule all-staff meetings and lunches
• Manage food orders and dietary restrictions for staff events and CEO meetings
• Assemble and run PowerPoint presentations at staff meetings as needed

• Support office set up and tear down for CEO events and stakeholder visits
• Support staff and resource scheduling for events
• Schedule and support planning of annual staff retreat

• Commitment to ArtWorks’ mission, vision, values, culture and Diversity, Equity, Inclusion, Accessibility & Belonging Plan
• Demonstrated track record of managing projects, project manager experience preferred
• 2 years minimum experience as an Executive Coordinator
• Nonprofit/arts experience a plus
• Bachelor’s degree a plus.
• Driver’s license and personal transportation required

• Strong time management and organizational skills with a strong attention to detail and deadlines

• A self-starter with ability to manage time and multiple projects well with minimal oversight
• Strong people skills and the ability to build relationships

• Excellent written and oral communications skills
• Proactively report to CEO on inquiries, project status, raise questions and clarify priorities
• Efficiency in task completion; ability to improve systems and frameworks for organization
• Expertise in addressing diverse audiences, ensures cultural understanding with a calm, welcoming and clear approach
• Adhere to ethical behavior and business practices
• Manage sensitive and confidential information with integrity
• Demonstrate professionalism through communication, competency, attitude, punctuality, wardrobe, accountability, and confidence.
• Anticipate challenges and troubleshoot and present solutions as issues arise
• Comfortable working with diverse stakeholders: Board of Directors, donors, volunteers, and youth
• Available for special events, early meetings, with occasional weekend/evening work as needed
• Able to work collaboratively with and in support of ArtWorks staff
• Embraces change and a fast-paced environment with competing deadlines and stakeholders
• Ability to manage time well, particularly while managing multiple priorities
• Proficiency across technology and applications with Adobe and Microsoft Office (Word, Excel, PowerPoint)