Information & Responsibilities
The Assistant to the Director of Board Governance and Relations is responsible for providing specialized support to the Board of Trustees of the California Institute of the Arts and will serve as the key coordinator for work pertaining to the Board, its committees, and their quarterly meeting operations. At the direction of the Director of Board Governance and Relations, this work will include scheduling, coordination of materials (including agendas, minutes, or other support materials), and ensuring that said materials are securely managed and distributed timely and appropriately. This position also works with the Director on planning and coordinating content for Trustee meetings, including an annual retreat. Key proficiencies include the ability to exercise sound judgment, strong attention to detail, confidentiality, strong and deft written and verbal communications, flexible schedule, foresight, and strength with planning and events. Experience and interests should include strong working knowledge of governance best practices and issues affecting nonprofit organizations, higher education, and the arts; and Board education and training.
The selected candidate must possess the ability to work independently on projects, from conception to completion, and must be able to work under the pressure of deadlines and be able to handle a wide variety of activities simultaneously and confidential matters with discretion.
ESSENTIAL JOB FUNCTIONS:
Online and in-person meeting coordination; managing an active calendar of appointments and deadlines; maintaining files; composing and preparing correspondence; completing expense reports; arranging complex and detailed travel plans, itineraries, and agendas; coordinating Trustee giving functions with the Office of Advancement; compiling documents for travel-related meetings; organizing and coordinating the plans for Board orientation and Board education. Independent work will include: monitoring deadlines, following up regularly on delegated tasks and providing appropriate reminders; coordinating the distribution of meeting materials, or other information from the Office of the President, both internally and externally. Routine work will include note-taking at meetings, transcribing meetings and minutes, photocopying/scanning, distributing materials, ordering publications, and maintaining supplies and equipment (including presentation materials and technology). Devises and maintains an electronic system of official files and board records for the Director of Board Governance and Relations who is the Secretary of the Board.
• Intermediate to expert proficiency in Microsoft Word, Excel, and PowerPoint (Microsoft Office) software
• Intermediate to expert proficiency in the use of the full Google Suite (Gmail, Google Calendar, Google Docs, Google Sheets, Google Slides, Google Drive, etc.)
● 2-4 years database use experience (understanding and manipulating data from queries, preparing data for upload, etc.)
● Some knowledge of CRM user experience, SalesForce-based applications preferred
● Intermediate to expert experience and comfort with presentation technologies (e.g. Zoom meeting and telephony platform, projectors and collaboration software and hardware, etc.)
• Strong writing, editing, and proofreading skills.
• Intermediate to expert knowledge of business correspondence and reports; meeting minutes; and board resolutions.
• Ability to quickly and effectively gather information by means of interviews, web or database research, etc.
• Ability to organize cross-departmental information for effective presentation in publications, websites, and other media.
• Highly organized with strong attention to detail and a high degree of flexibility.
• Ability to successfully manage multiple priorities in a deadline-driven environment.
• Ability to meet deadlines while maintaining good relations with colleagues.
• Experience with Adobe Creative Suite tools to manage the preparation of previously designed materials (Significant proficiency with Acrobat; skills with Photoshop, Illustrator, InDesign, etc. desired).
• Experience with the use of the aforementioned apps and services on mobile devices.
• A minimum of 2 years of experience relating with senior or trustee-level executives is desired.
• Project coordination or project management experience is desired.
• Design/materials preparation experience is desired.
• Some production, events planning, and/or communications experience is desired.
High School diploma and 4-7 years of demonstrated, progressively responsible experience in administrative and clerical work, ideally serving a board of directors/trustees, is required; alternately an earned undergraduate degree and at least 3-years of experience in the same is required. Experience in higher education, and supporting boards of trustees in higher education, is a plus.
How to Apply
To Apply: This position is open until filled, but for full consideration: Follow the interfolio link below.
Equity & Diversity
California Institute of the Arts (CalArts) seeks to employ faculty who can engage our diverse communities of learners at the highest levels of artistic endeavor and critical thinking. Across the range of practitioners from artists to scholars and librarians, we welcome candidates who possess a demonstrated worldview and cultural competency to support teaching and mentoring undergraduate and graduate students of varied backgrounds, capabilities, perspectives, social identities and gender expressions. CalArts is an equal opportunity employer.
CalArts has a multidisciplinary approach to its studies of the arts through six schools: Art, Critical Studies, Dance, Film/Video, Music and Theater. CalArts encourages students to explore and recognize the complexity of the many aspects of the arts. It is supported by a distinguished faculty of practicing artists and provides its Bachelor and Master of Fine Arts students with the hands-on training and exposure necessary for an artist's growth. CalArts was founded in 1961 and opened in 1969 as the first institution of higher learning in the United States specifically for students interested in the pursuit of degrees in all areas of visual and performing arts.