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Assistant to the Director

Montalvo Arts Center | Saratoga CA 95070 USA | Full Time | Posted: 12/12/2012

Job Descriptiontop

Montalvo Arts Center seeks a highly motivated and experienced candidate to serve as liaison between the Executive Director and the senior staff, as well as other staff; the Board of Trustees; and the many outside constituencies with whom the Director communicates and interacts.

Under the supervision of the Executive Director, the Assistant is responsible for overseeing all day-to-day operations related to the Director’s Office, handling a diverse and far-ranging number of administrative, clerical, and business details. The Assistant also provides support to the Deputy Director. The Assistant independently, diplomatically, and effectively handles matters, and serves as spokesperson for the Director as appropriate. The ideal candidate must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs. The Assistant is in ongoing consultation with the Executive Director and department heads regarding various Art Center matters; and serves as staff liaison to the Board of Trustees, handling administrative and clerical matters for the Board, including drafting minutes, preparing agendas, preparation for meetings. This position reports to the Executive Director and is a member of the Senior Management team at Montalvo.

Essential Duties and Responsibilities include, but are not limited to:

 Primary telephone and personal contact on behalf of the Director; answer or forward Director’s e-mail in his absence
 Maintain Director’s calendar and schedule appointments as needed
 Draft and handle correspondence for Director as necessary
 Coordinate and schedule meetings with Board of Trustees, staff, community members, other constituencies
 Serve as liaison between Director’s Office and other departments, staff, Trustees, patrons, and arts community
 Recording all expenses related to Director’s office – bill coding and filing; signatory for Director’s expenses
 Make Director’s travel arrangements, itineraries, and trip expense reports; arrange for travel reimbursements and honorarium payments
 Research and coordinate information for Director as needed; research and prepare graphic materials, PowerPoint presentations for meetings, lectures
 Serve as primary liaison between Director’s Office and the Board of Trustees, and coordinate trustee activities including:
o Draft notes for Director for Board meetings, lectures, and public appearances
o Draft notes for Board President for Board meetings; assist Board President with meeting preparations as needed
o Coordinate Trustee Board meeting logistics and equipment arrangements/needs
o Compile and complete minutes of meetings
o Coordinate other Trustee committee meetings; prepare agenda and materials, attend meetings as requested and take notes
 Provide other assistance to the Executive Director and Deputy Director as required.

The ideal candidate will have the following qualifications:

 Bachelor's degree required or commensurate related experience in a senior administrative role.
 The successful candidate for this position will possess three to five years’ experience and exceptional organizational and administrative skills in the context of supporting the work of a busy executive in a non-profit.
 Academic degree or strong personal interest and background in contemporary art highly desirable.
 Must have strong written, oral, and interpersonal skills.
 Must be professional in demeanor and feel comfortable interacting effectively with a wide range of constituencies.
 The ability to interact with staff in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.
 Ability to organize, prioritize, budget, and schedule time effectively.
 Experience successfully creating and/or modifying processes
 Ability to multi-task multiple projects and priorities.
 Must be skilled in basic Microsoft Office software (Word, Excel, PowerPoint, Outlook, etc)

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Salary: $42,000-$52,000 DOE Montalvo offers a comprehensive benefits package that includes medical, dental and vision insurance; FSA; and 401(K) retirement plan.

To apply, submit a cover letter describing your skills and experience related to this position, and include your reasons for wanting to apply for this position and your salary requirements, along with your resume to Human Resources via email at hr @ Please do not call about this position. Position is open until filled. Applications will be screened for qualifications and experience. Not all applicants who meet the minimum qualifications will be offered an interview.

For more detailed information about Montalvo Arts Center visit our website at

Montalvo Arts Center is an Equal Opportunity Employer. Applicants who contribute to the diversity of our organization are encouraged to apply.

Job Detailstop

Location Saratoga, CA, 95070, United States
Annual Salary $42,000.00 - $52,000.00/Yearly
Categories Arts/Culture/Humanities
Function Administrative Support/Clerical
Experience Years 3 yrs
Pref Degree Bachelors

Location Maptop

Contact Informationtop

Contact Name Human Resources Manager
How to apply Applications are no longer accepted for this job posting.