Information & Responsibilities
The Deputy Chief is responsible for the day-to-day workings of the Office of the President. This position, which reports to the Chief of Staff, is the principal manager of the office, project
management, presidential schedule & advance, coordinating shared governance, and meetings/events on behalf of the Office of the President. As such, the Deputy Chief of Staff
serves as the primary point of contact for internal and external constituencies on matters pertaining to the Office of the President. Duties include, but are not limited to organizing and coordinating outreach for internal and external constituencies and oversight of special projects and events. Successful candidates must be imaginative and enjoy working within a fast, varied and generative environment that is focused on the community of CalArts and is results-driven in carrying out the work of the office. Key proficiencies must include the ability to exercise sound judgement, strong and fast written and verbal communication, foresight and strength with planning, building and maintaining trust, and the ability to maintain a realistic balance among multiple and possibly changing priorities. The Deputy Chief of Staff must possess the ability to work independently on projects from conception to completion, be able to supervise employees and teams, and be able to work under the pressure natural to an Office of the President, handling a wide variety of duties, including confidential matters, with discretion.
DUTIES & RESPONSIBILITIES
- Manage staff in the Office of the President.
- Completes a broad variety of administrative tasks for the President including, but not limited to: completing expense reports; composing and preparing correspondence that is sometimes confidential; managing a system for coverage of in-person, telephone, and email inquiries and requests; arranging complex, detailed, often international travel plans, itineraries, and agenda compiling documents for meetings; procuring office supplies; collecting and distributing mail; budgeting; program implementation and evaluation; and occasionally driving and picking up guests and/or packages.
- Oversee and coordinate Student Employees of the President’s Office.
- Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the President’s time and office.
- Monitor and respond to President’s emails when appropriate, direct email to appropriate offices, and draft correspondence for the President.
- Works closely and effectively with the President to keep them well informed of upcoming commitments and responsibilities, following up appropriately and informing applicable staff and faculty as needed.
- Acts as a "barometer", having a sense for the issues taking place in the environment and keeping the President updated.
- Conducts research and edits and completes drafts for written communications and presentations.
Meetings & Events
- Participate in strategic prioritization of events, projects, meetings, and other requests to align with CalArts’ Mission and strategic vision.
- Represent the institute at campus events as well as in meetings with other institutional personnel.
- Coordinate, plans and manages events on behalf of the Office of the President at various locations, including but not limited to CalArts campus, the President’s House, and external venues.
- Organize program requirements such as guest speakers, performers, and presentations for the President’s Events.
- Works with staff, internally and externally, to ensure compliance of conditional use of President’s house, permit regulations, and implement all CalArts event policies and protocol.
- Assists in the scheduling of and provide ancillary support for virtual events and webinars.
- Planning and oversight of the annual staff Holiday Party.
- Assists with trustee relations, maintains discretion and confidentiality in relationships with all board members, assists with trustee meeting scheduling, setup, and meals, and events as needed.
Presidential Schedule & Advance
- Strategic planning of the calendars of the President.
- Ensure that matters requiring the attention of the President are thoroughly developed, researched and evaluated; responds to routine inquiries as delegated by the Chief of Staff.
- Monitor and respond to President’s emails when appropriate, direct email to appropriate offices, and draft responses for the President.
- Research, write, edit and/or coordinate preparation of reports, briefings and presentations; crafts and edits messages, letters and other communication on behalf of President when appropriate.
- Manage staff in the Office of the President, including strategic planning of the calendars of the President.
- Successfully completes critical aspects of deliverables with a hands-on approach, including proofreading, drafting acknowledgement letters, personal correspondence, meeting materials and other tasks that facilitate the President’s ability to effectively lead.
- Anticipate needs for future appointments on the President’s Schedule and endure the president is prepared in advance of the appointment.
Coordinating Shared Governance
- Assists with Shared Governance Process, including but not limited to setting calendar for Assembly, AEC and ABC meetings, and maintaining the Shared Governance information on the HUB.
- Manage ongoing projects in the Office of the President, frequently involving senior leadership of the Institute.
- Initiate special projects assigned by the Chief of Staff involving key internal and external constituencies. Duties include chairing meetings, preparing briefing materials for the President and/or senior leaders, and handling follow up tasks.
- Oversee and plan strategy for Government & Community Affairs initiatives, including coordinating and planning Voter Registration drives, voter education events, and election watch parties.
- Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the President, some of which may have organizational impact or be confidential in nature.
- Undertake new projects as assigned.
- Extremely strong organizational skills that reflect the ability to independently perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including faculty, staff, students, board members, vendors, external partners, and donors.
- Expert level written and verbal communication skills; ability to take meeting minutes and create executive level communications in Word, Google Docs, and PowerPoint.
- Financial acumen with budgets, reconciliation, formula calculation, and researching and compiling appropriate documentation for expenditures, in Microsoft Excel and Google Sheets.
- Planning and foresight to be able to create schedules and workflows, plan and cost-out travel, prepare full minute-by-minute itineraries across time zones, and other organizational tasks related to the experience of those engaging with the President’s Office.
- Demonstrated proactive approaches to problem-solving in day-to-day situations, preventing issues before they happen, instead of fixing them after.
- Strong judgement and efficient decision-making capability.
- Emotional maturity and the ability to handle ambiguity and change.
- Self-starter and highly resourceful team-player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with extreme and complete discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
- Demonstrated ability to achieve performance goals and meet deadlines in a fast-paced environment.
- Forward looking thinker who actively seeks improvement and proposes solutions.
- Positive attitude and the ability to use tact, magnanimity, diplomacy, and discretion as demanded by varying situations
EDUCATION & EXPERIENCE
- Proficient to expert knowledge of Microsoft Office [Outlook, Word, Excel, and PowerPoint]
- Proficient knowledge of Adobe Acrobat
- Proficient to expert knowledge of the Google Apps Suite including Gmail, Hangouts, Calendar, Drive, Docs, Sheets, Slides, Forms.
- Expert knowledge of scheduling software/programs/apps including Google calendar, calendar sync with iOS and Android devices, sync with Apple OS X, sync with Microsoft Windows, Microsoft Outlook, Doodle, etc.
- Proficient with project management and team management software/programs/apps such as Asana, and LucidChart.
- Proficient with CRM software/programs/apps such as SalesForce.
- Experience with the use of the aforementioned apps on mobile devices or capacity to learn.
- Project coordination or project management experience desired.
- Some production, events planning, or marketing experience / interest desired.
- Bachelor's Degree and 3-years of relevant full-time work experience in the executive office
- (CEO) required.
- In lieu of an undergraduate degree, 4 additional years of relevant full-time work experience
- (totaling 7 years) is required.
How to Apply
This position is available immediately. If you are interested, please follow the Interfolio link to apply.
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.