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ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include, but are not limited to, the following:

Provide high level administrative and project support to the Executive Director and the Artistic Director to support the effective use of their time and resources and the achievement of their goals and responsibilities.

• Support the execution of the Executive Director and the Artistic Director's short- and long-term goals and responsibilities.
  • Research, prioritize, and follow up on incoming issues and concerns identified by or addressed to the Executive Director and the Artistic Director, including matters of a sensitive or confidential nature. Exercise sound judgment in determining appropriate routing, identifying matters requiring executive attention or follow up, coordinating responses and next steps, and scheduling meetings based on priority, timing, and context.
  • Maintain an organized system for the Executive Director’s email and electronic correspondence to support efficient review, follow up, filing, and timely retrieval of information and records.
  • Attend internal and external meetings on behalf of the Executive Director as requested to gather information, document decisions and next steps, and facilitate appropriate follow-up.
  • Provide project support for assigned initiatives, coordinating timelines, tracking deliverables, facilitating communication, and following upon with responsible parties to keep work on track.
  • Manage and coordinate the calendars of the Executive Director and the Artistic Director with attention to organizational priorities, preparation requirements, travel, deadlines, and focused work time to support the effective use of each executive’s time.
  • Coordinate communication and follow-up among members of the Senior Leadership Team, including scheduling meetings, tracking commitments, and deliverables.
  • Proactively following up with responsible parties to keep work on track. Elevate unresolved matters to the Executive Director or Artistic Director as appropriate.
• Keep the Executive Director and the Artistic Director informed of and prepared for upcoming commitments and responsibilities and facilitate timely follow-up.
• Complete assigned aspects of executive deliverables, including drafting correspondence, presentations, and other materials that support the Executive Director and the Artistic Director in effectively leading the organization.
• Prepare briefing materials for the Executive Director and the Artistic Director in preparation for meetings and travel, including assisting with drafting fundraising related materials in coordination with the Advancement Team.
• Coordinate with Advancement staff to ensure the timely exchange of donor and prospect information between executive leadership, Board members, and Advancement, including obtaining appropriate briefing materials in advance of meetings and sharing relevant relationship, cultivation, and contribution information for institutional follow up and recordkeeping.

Provide administrative support and serve as the primary contact for the Board.

Communications:

• Prioritize, coordinate and review communications related to Board meetings, events, speeches, correspondence and other Board activities.
• Ensure communications to and among Board members are timely, accurate, coordinated, and consistent with MCB messaging. 
• Prepare, organize, maintain, and distribute Board materials, including but not limited to meeting and retreat materials, member directories, reports, invitations, and other Board communications and resources.

Governance:

• Provide administrative and coordination support to the Executive Director, Artistic Director and Chair of the Board for Board Succession and continuity planning, including Board leadership and committee chair transitions.
• Provide administrative and coordination support for Board recruitment efforts, including maintaining information on identified Board needs and prospective Director and Trustee candidates and tracking related outreach and follow-up.
• Provide administrative and coordination support for Board committee composition and appointments, including maintaining current and projected committee rosters, prospective committee member information and related follow-up.
• Coordinate the annual Board election process at the organization’s Annual Meeting.
• Track governance related matters requiring Board or staff action. Facilitate timely follow up and elevate unresolved matters to the appropriate members of the Board or executive leadership.

Logistics and Coordination:

• Coordinate new Board Member orientation and other Board development activities in collaboration with the Executive Director, the Artistic Director, Board Chair, and the Senior Leadership Team.
• Coordinate the planning, logistics, preparation, and follow up for Board and committee meetings, including the annual meeting calendar, agenda process, meeting materials, and related correspondence. In collaboration with the Board Chair, Executive Director, Artistic Director and Senior Leadership Team, follow up with responsible parties for agenda items, and ensure that appropriate background materials are prepared and distributed in advance of meetings.

Committee Responsibilities:

• Manage the administrative infrastructure supporting Board committees, including coordination, scheduling, materials, records, communication, and follow up.
• Proactively coordinate with committee chairs and staff liaisons to support meeting preparation, including timely development of agendas and preparation and distribution of appropriate materials.
• Maintain awareness of committee charters and flag questions or concerns regarding committee scope to the Executive Director, Artistic Director, Board Chair, or appropriate committee leadership.
• Attend committee meetings as requested on behalf of the Executive Director or Artistic Director to document discussion, decisions, and next steps and facilitate appropriate follow up.
• Identify and elevate problems or concerns raised through committee activity to the appropriate Board or executive leadership for attention and follow-up.
• Prepare the Executive Director, the Artistic Director and Chair of the Board for anticipated discussion items at Board and committee meetings.
• Ensure Board minutes are recorded and distributed in a timely manner following the meeting.

Fundraising Support:

• Coordinate with Advancement staff to support the execution of cultivation, stewardship, and campaign activities involving the Executive Director, Artistic Director, and Chair of the Board, including scheduling, communication, preparation, and follow up as appropriate.
• Coordinate travel and related activities involving Board members, donors, and prospects in collaboration with Advancement staff, including scheduling, invitation coordination, briefing materials, and follow up.