Executive Coordinator

Summary of Position

The executive coordinator supports the CEO, the board chair, and the board of trustees in the ongoing administration of the Creative West organization, and is a key collaborator to the success of the Creative West leadership team and the board of trustees as they lead the organization into the future.

As the main contact for the CEO and the board of trustees, the executive coordinator is an independent thinker and a collaborative colleague with a bias for action who can successfully tap into the resources offered within the organization. The executive coordinator serves as a liaison between the CEO, the staff and the 25-person board of trustees, as well as other distinguished meeting attendees. The executive coordinator provides seamless, composed and comprehensive management for three in-person board meetings per year held throughout the western states, monthly executive committee conference calls and other in-person and virtual committee meetings as they may occur. On-site logistics for all meetings include coordination with hotels and event venues, restaurants, caterers, vendors, and AV technicians, as well as recording and transcribing minutes in an accurate and timely manner. Preparation for the meetings include timely calendar invites and travel arrangements, as well as the compilation of a meeting “board book”, including a detailed agenda, attachments, presentations, memoranda and other indexed documents pertaining to the trustee meeting. 

The executive coordinator also assists the CEO by providing administrative support that may include scheduling meetings, conducting research, preparing communications and managing expense reports for an executive with a full schedule and frequent travel. This position demands a meticulous and unyielding attention to detail, organization, follow-through, productivity, and creativity, as well as an innate desire to iterate upon and improve processes, along with discretion, humor, and grace while engaging with colleagues, trustees, and various other high-level stakeholders.

Essential Functions

Board of Trustees Coordinator:

• Manages all programming, scheduling and material collection and collation for the board of trustee and executive committee meetings. 
• Assists in coordinating hotel, restaurant, and travel logistics in collaboration with the events manager and the CEO.
• Communicates clearly and consistently with trustees and committee members regarding meetings, committee activities, and planning.
• Liaises on general matters as needed between staff and trustees, and vice versa.
• Prepares agendas, board books and other board materials as needed. 
• Transcribes minutes of all meetings with the aid of an audio recorder. 
• Collaborates with the events manager in providing high-level on-site production support for all meetings, including vendor and technology support. 
• Maintains discretion and confidentiality regarding all meeting content. 
• Manages all board elections, voting, and committee activities. 
• Manages board of trustee and external stakeholder expectations.
• Manages and programs new trustee onboarding, in partnership with the governance committee and the CEO.
• Manages board meeting budgets, along with expenses related to the board of trustees.
• Provides high-level knowledge and technical assistance to the board chair, committee chairs, and board secretary.
• Provides scheduling support to the board chair and trustees as needed.
• Provides exemplary customer service to all board members and VIP attendees. 
• Troubleshoots unexpected meeting/event needs as they occur with a calm demeanor. 

Executive Assistant to the CEO:

• Provides scheduling support as needed for internal and external meetings attended by the CEO.
• Manages the CEO’s expense reporting using Concur software.
• Provides other assistance as requested by the CEO including communications, technology, coordination with staff, travel logistics, and research.

Other Functions:

• Participates in staff-led committees that support a healthy and thriving work community.
• As workload allows, support other programs with administrative and/or project-based tasks.

Competencies:

• Organizational Aptitude
• Project Management Skills
• Creative Problem Solving
• Meticulous Attention to Detail
• Capacity to Work Independently
• Technical Savvy
• Emotional Intelligence
• Customer Service Ethos
• Discretion with Confidential Information
• Manage Rapidly-Shifting Priorities

Compensation

This is an Executive Coordinator, and the hiring range is between  $57,800 to $62,000 annually. 

Benefits

Creative West offers a competitive benefits package for all full-time employees, including:

• Employer-paid health insurance
• Employer-paid life and disability insurance
• Dental insurance partially subsidized by employee
• 401(k) with up to 5% match
• 37.5 hour work week
• Generous vacation and sick leave
• 10 paid holidays, plus the week off between Christmas and New Year’s Day

Creative West is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. Creative West is committed to attracting and retaining a diverse staff and will honor your experiences, perspectives, and unique identity. Creative West strives to create and maintain a working environment that is inclusive and equitable.