The Executive Assistant is a key person in the organizational functions of the Bravo! Vail office. This person manages the administrative operations of the office, acts as liaison to the Bravo! Vail Board of Trustees and Advisory Council, and provides support to the Bravo! Vail Executive team.
Maintain Executive Director’s calendar; schedule meetings, set up video and conference calls, confirm appointments, etc.
Attend meetings and take minutes as needed.
Prepare Executive Director correspondence as needed.
Make travel arrangements.
Serve as general support to Executive team.
Board Liaison and Support
Act as primary contact and support for Board of Trustees and Advisory Council.
In coordination with the Executive Director, schedule, distribute and manage preparations for all meetings of the Board and committees including: facilities, invitations, attendance, catering, accommodations and amenities, A/V, meeting agendas, meeting materials/reports/presentations.
Provide all name plates, meeting packets, and auxiliary supplies as required for each Board and Advisory Council meeting. Regularly update and manage the Board Orientation packet, schedule orientation meetings, update Board directories, Board and committee rosters.
Maintain Board Trustee bios in donor database.
Keep records of all Board approved policies requiring ratification or vote of Board.
Take minutes at all Board, Executive Committee and other Board committee meetings as needed. Prepare minutes for approval, and maintain permanent record of official minutes and other proceedings of the Board serving as recorder and repository of official records of the Board.
Maintain historical records of Board Member terms and officer appointments. Manage all documents for Board/Committees:
Bylaws / Articles
Board rosters / communication.
Manage Board Trustee participation assessment survey and annual evaluation process.
Prepare correspondence on behalf of the Board Chairman and for individual Board Trustee and/or Committee staff liaisons when necessary.
Maintain Board Trustee listing on website.
General Office and IT Assistance
Answer phones as needed and as scheduled.
Assist Front Office Manager with office organization and equipment maintenance.
Serve as back up IT support and troubleshooter for staff.
Manage accounts and respond to emails in general Bravo! Vail inboxes as needed.
General Assistance to other departments as needed.
Assist with recruiting and managing internship program.
General Assistance as assigned at Bravo! Vail concerts and events.
Other duties as assigned
Minimum 2 years executive assistant experience preferred
Exceptional organizational skills and attention to detail
Professional and resourceful, with the ability to work independently and as a team player
Excellent and professional written and verbal communication skills
Strong relationship management skills and the ability to establish rapport in person, via phone, and through written communications
Strong customer service skills and the discretion to handle confidential and sensitive information
Comfortable with standard office technology and capable of day-to-day problem-solving
Strong knowledge of MS Office; Tessitura experience preferred
Ability to work evenings and weekends as needed, particularly during the summer
Hailed as one of the Top 10 "Can't Miss" Classical Musical Festivals in the US by NPR, Bravo! Vail is the only Festival in North America to host four world-renowned orchestras in a single season. In 2016, internationally acclaimed soloists join the New York Philharmonic, The Philadelphia Orchestra, the Dallas Symphony Orchestra, and the Academy of St Martin in the Fields featured in programs of th...e great classics, plus jazz and pops. Stellar chamber music artists, including members of resident orchestras, come together with musicians from our Young Professionals-in-Residence and Piano Fellows programs in an eclectic chamber music series.Bravo! Vail is a 501 (c) 3 Colorado non-profit organization, founded in 1987. It relies on the generous support of patrons and donors to maintain its status as one of the best music festivals in the world.
Americans for the Arts serves, advances, and leads the network of organizations and individuals who cultivate, promote, sustain, and support the arts in America. Founded in 1960, Americans for the Arts is the nation's leading nonprofit organization for advancing the arts and arts education.