Executive Coordinator

Job Summary
We are seeking a highly organized and proactive Executive Coordinator to support the VSO's executive office and administrative staff. The ideal candidate will possess excellent administrative skills and be able to manage multiple tasks efficiently. This role requires excellent communication abilities, professionalism, discretion, attention to detail, and a commitment to providing exceptional support to ensure smooth office operations.

Essential Functions and Responsibilities

Executive Support

• Coordinate and maintain calendars for the President and CEO and the Chief Operating Officer.
• Coordinate internal senior team meetings and track action items; attend meetings as necessary. Prepare relevant materials and assist with follow-up as needed.
• Support the Office of the President & CEO with special projects and events, correspondence, task lists, presentation materials, Board Member requests, and general administration.
• Maintain and update staff lists and organization charts as needed.

Board of Directors Support

• Manage operations of the VSO Board of Directors through scheduling and fulfillment of full board and committee meetings and serve as notetaker and conservator of official board minutes, bylaws, and other documentation.
• Maintain contact lists and other relevant information for the VSO Board of Directors, VSF Board, and ensure timely distribution and updates to senior leadership.
• Coordinate with the CEO and senior team to execute the annual Board engagement strategy.

Front Office Support

• Support Box Office operations with outstanding customer service, including handling patron requests and issues, phone orders, assisting with ticket mailings, and prepping tickets on performance days.
• Manage front desk duties, including answering phones and managing multi-phone line systems.
• Manage internal meeting logistics including preparing and distributing agendas and materials, room reservations and setup, arranging food orders, and A/V needs.
• Track and manage office supplies and place orders as needed, support maintenance of office equipment, schedule regular service for the printer and mailing machines, and serve as liaison to building management for other maintenance needs.
• Receive and interact with office visitors with courtesy and respect.

HR Support

• Assist with onboarding new employees by preparing new employee paperwork, ordering nametags and business cards, and other tasks as needed.
• Monitor and support office IT needs, including IT inventory, and coordinate with Finance to oversee managed IT contracts.
• Assist with additional HR coordination and paperwork as required with discretion and maturity.

Qualifications

• Discretion and maturity in handling confidential and sensitive information.
• Proven administrative experience in an office setting is required; personal assistant experience is a plus.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications.
• Familiarity with CRM systems; willingness to learn Tessitura, the VSO's CRM and ticketing database.
• Familiarity with IT or managed contracts is a plus.
• Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
• Solid commitment to diversity, inclusion, and equity.
• Strong typing skills with attention to detail for accurate data entry and documentation.
• Familiarity with DocuSign for electronic signatures is preferred.
• Excellent phone etiquette and interpersonal skills for effective communication with patrons, donors, board members, and community partners.
• Ability to work independently as well as collaboratively within a team setting.

Job Type: Part-time

Pay: From $24.00 per hour

Benefits:

• Employee discount
• Flexible schedule
• Parental leave

Work Location: In person