Executive Assistant Job at Arts Science & Cultural Council of Charlotte in C

The Arts & Science Council, a supporting organization of Foundation For The Carolinas, nurtures Charlotte-Mecklenburg’s cultural ecosystem by supporting local creatives and nonprofits. Its mission is to foster community retention, drive economic growth, and enhance residents' quality of life.

As both a funder and fundraiser, ASC offers grants, manages public art, supports community-led programs like Culture Blocks, and provides educational programming for PreK-12 students. As an advocate and resource, ASC also provides funding support, workshops, and cultural education. ASC’s work aims to remove barriers, ensure cultural access for all, and promote upward mobility.

The Executive Assistant will provide a variety of support to the ASC Executive Director and the Vice President of Philanthropy. Your role will help enable leadership to flourish by effectively communicating with organizational departments and affiliated cultural partners. You will act as an intermediary between the members of each governing body and the organization.

Responsibilities will include collaborating with the Executive Director and Vice President of Philanthropy to prepare for board meetings, committees, and panels at local, state, and national levels. You will serve as the connection between ASC and FFTC leadership, team members, and relevant partners within the organization and the community. Additionally, you will provide administrative and operational support to both leadership and team members and assist with the onboarding of new hires.

Leadership Support

·Proactive management of calendars for Executive Director and Vice President, Philanthropy for which is in alignment with their direct reports.

· Schedule work-related meetings and events frequently and on short notice.

· Coordinate, set up, and execute on-site/off-site meetings including meeting spaces, technology setup, and meals as needed.

· Draft communications for Executive Director’s and the Vice President, Philanthropy’s signature, or forward/delegate requests as appropriate.

· Prepare and distribute meeting agendas and materials confidently, whether in person or virtually. Actively monitor and update agendas and materials to ensure leadership is prepared for meetings.

· Handle industry membership renewals for Executive Director and Vice President, Philanthropy.

· Administrative support for handling registration, travel, and hotel arrangements, as well as processing travel and expense reports

· Committed to preparing invoices and credit card reports with meticulous attention to detail.

· Able to masterfully lead special projects as assigned by Executive Director and Vice President, Philanthropy.

Board and Committee Support

· Acts as the board point person for questions/concerns from board members; organizing and scheduling meetings, taking meeting minutes and notes, creating, and sharing documents and presentations, and handling correspondence .

· Acts as the committee liaison, serving as point person for the following committees: Grants, Admin & Ops, and Public Art Commission; planning and scheduling meetings, taking minutes and notes, creating, and sharing documents and presentations, and managing correspondence.

· Actively maintain board contacts for timed communications.

· Oversee production of annual board resource guide.

· Send board and committee acknowledgements from the Executive Director, as well as appreciation gifts, memorial contributions, etc., as appropriate.

Administrative & Office Support

· Supports the ASC team by planning team meetings, retreats, and organization celebrations.

· Organize and maintain agency calendar for strong cross functional communication across the multiple teams on fundraising and programmatic activities.

· Accurately tracks and reports donations from diverse donor pool and issues timely acknowledgements.

· Manage multiple and diverse agency events including planning, execution, and on-site activation.

· Acts as the HR point person for new hires and questions/concerns of the team.

· Provide administrative support during annual external audits .

· Oversees and navigates office management support on all operational levels, including mail pickup and distribution, and off-site storage.