Executive Assistant to the Director

Ford’s Theatre Society is hiring an Executive Assistant to the Director of Ford’s Theatre Society. The position is full-time and based in Washington, DC.

Ford’s Theatre Society values and is committed to maintaining a diverse, inclusive, and equitable workforce and working environment. Ford’s is proud to be an equal opportunity employer where all qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, national origin, sex, gender identity or expression, family status, sexual orientation, disability, age, neurodiversity, veteran status, or any other characteristic protected by law.

Ford’s offers a dynamic working environment steeped in culture and history along with a robust benefits package including highly subsidized health insurance, 401(k) contributions, and generous paid leave policies.

The Executive Assistant to the Director performs administrative and related tasks for the Director including maintaining calendar, handling scheduling requests, making and confirming appointments, making travel arrangements and itineraries, and preparing the Director for meetings. The Executive Assistant plays a major role in relationships with the Society’s prominent Board of Trustees including scheduling and planning Board meetings, handling special requests of Board members, and maintaining confidentiality.

Principal Responsibilities

Administrative:

1. Manage a complex daily schedule utilizing Microsoft Outlook. Organize and schedule in-person and virtual meetings, appointments and conference calls as requested by the Director or other parties. Prepare, compile, and distribute relevant meeting materials.
2. Manage preparation and logistics for the Director’s on-site and off-site meetings.
3. Manage business travel arrangements for the Director including accommodations, air and ground transportation. Compile and organize itinerary and travel documents and maintain loyalty accounts for Director.
4. Prioritize and keep Director abreast of upcoming projects and deadlines.
5. Maintain filing system for internal and external information including correspondence, meeting information, etc.
6. Review, code, and track reimbursement of Director’s business expenses. 

Correspondence and Communication:

1. Maintain the highest level of discretion and confidentiality when handling sensitive information about the Society’s operations, Trustees, donors, and constituents.
2. Upon request, draft or prepare remarks and talking points for the Director to use in meetings and at functions.
3. Place, answer, screen and direct calls for the Director with a high level of customer service.
4. Open, screen, and direct incoming correspondence.  Reply to correspondence as warranted. 
5. Prepare and send correspondence as requested by the Director.
6. Maintain updated Outlook contacts, email distribution lists, committee and contact lists.

Meetings:

1. Attend weekly meetings of the Senior Staff, take and distribute meeting notes to full staff.
2. Compile, review, and distribute departmental reports, agenda and other materials for Board of Trustees meetings (typically held quarterly) and Executive Committee meetings (typically held bi-monthly).
3. Arrange for appropriate Board and Executive Committee meeting space or virtual platform, coordinate presentations, setup and other logistics.
4. Coordinate and supervise the annual Board meeting and luncheon, including arranging the meeting space and other logistics.
5. Track Board and Executive Committee meeting attendance and record minutes from meetings
6. Manage other Board and committee functions as requested.
7. Manage or assist with setup and logistics of staff and other meetings as requested or required.

Miscellaneous:

1. Manage Theatre house seats.  Arrange tickets for Board members and other VIPs that make requests through the Director’s office.
2. Facilitate scheduling of VIP tours of the Ford’s Theatre site.
3. Assist Director and Development Department with Ford’s Theatre Annual gala and other special events as necessary.
4. Performs other duties as necessary and/or requested.

Qualifications

Education:

• High School diploma required.  Some additional education or relevant experience in effective communications, business or arts administration is preferred.

Knowledge, Skills & Abilities:

• Must exercise high levels of discretion and professionalism and maintain confidentiality.
• Ability to act independently, displaying sound judgment on a day-to-day basis.
• Ability to consistently communicate professionally and effectively in writing, on the phone, and in person with internal and external staff, trustees, donors, and other constituents.
• Ability to communicate effectively with diverse audiences in an inclusive and equitable manner.

• Able to work independently and without close supervision but also respond quickly to special requests requiring high priority.
• Strong organizational skills and attention to detail.
• Strong oral and written communication skills.
• Proficiency using common Microsoft Office software.
• Familiarity with Zoom
• Familiarity with Adobe Acrobat
• Flexibility, adaptability, and ability to prioritize a wide variety of tasks and projects.

Experience:

• Demonstrated successful experience supporting executive-level management and interaction with diverse staff and constituents.
• Preferred knowledge of theatre, museum, and/or non-profit environments and governance.

Salary: Approximately $65,000 – $70,000 annually

To Apply:  Please send resumes and cover letters to [email protected].