ABOUT YOUNGARTS
YoungArts was established in 1981 by Lin and Ted Arison. YoungArts identifies the most accomplished young artists in the visual, literary and performing arts, and provides them with creative and professional development opportunities throughout their careers. Entrance into this prestigious organization starts with a highly competitive application process for talented artists ages 15-18, or grades 10-12, in the United States, that is judged by esteemed discipline-specific panels of artists through a rigorous blind adjudication process. All YoungArts award winners receive financial awards and the chance to learn from notable artists.
Award winners are further eligible for exclusive opportunities including: nomination as a U.S. Presidential Scholar in the Arts, one of the nation’s highest honors for high school seniors; a wide range of creative development support including fellowships, residencies and awards; professional development programs offered in partnership with major institutions nationwide; additional financial support; and access to YoungArts Post, a private, online portal for YoungArts artists to connect, share their work and discover new opportunities.
At YoungArts, we believe in empowering artists to pursue a life in the arts. Our core values are excellence, collaboration, inclusivity, experimentation, respect and integrity.
For more information, visit youngarts.org, Facebook, Instagram or Twitter.
Learn more about our commitment to inclusivity here.
General Summary:
Reporting to the President, the Manager, Executive Office is responsible for the optimization of the President’s daily operations, including efficient prioritization of their time, proactive management of inbound/outbound correspondence, and ensuring coordination and follow through across the Executive Team (6 department heads) of key cross-organizational priorities.
On a day-to-day basis, you will organize and prioritize critical issues and requests to and from the President to facilitate seamless decision making, swift response times, and effective and efficient logistics. As needed, you will act as a point of contact for the President to both internal and external stakeholders.
You will also be the key administrative point of contact with our Board of Trustees (BoT), requiring strong ongoing relationships with each Trustee and their office. You will manage the planning and execution of Board of Trustee (BoT) and Board Committee meetings and initiatives throughout the year.
Essential and Other Responsibilities (performs other duties as assigned):
- Provide critical and comprehensive support to the President, ensuring their time is optimally prioritized in support of business objectives.
- Represent the President in meetings and communications as needed.
- Absorb and synthesize complex information to create internal and external communications for the President.
- Proactive calendar management and scheduling for the President; occasionally supporting other members of the Executive Team when needed; aligning incoming requests with organizational priorities and shifting as needed to ensure top priorities are met first.
- Manage progress-tracking for a constantly evolving docket of intersecting projects and initiatives; filter and synthesize recommendations and alternatives for President’s consideration.
- Prepare and edit correspondence, communications, presentations and other documents on behalf of the President; proof documents and reports for accuracy and presentation format.
- Provide high-level administrative support, which may include, but not be limited to preparing agendas, gathering and organizing meeting materials, ensuring physical space and technological needs are met (in coordination with Operations and Technology teams), arranging transportation and/or catering when needed, and issuing meeting minutes and follow-ups as required.
- Responsible for ensuring the maintenance and updating of key institutional documents, including but not limited to: Board Bylaws, Articles of Incorporation, Board minutes, Board forms, Board contacts list, list of executive key contacts, list of high-priority external contacts, etc.
- Review incoming external and internal phone, email and physical correspondence; respond to inquiries as needed, direct to appropriate internal resource, and confirm follow up.
- Support planning and administration of Board of Trustees meeting and associated correspondence and travel. Ensure scheduling, delivery of board materials within board bylaws/guidelines and execute leading up to and day-of support for annual Board of Trustees meetings.
- Serve as key liaison to Board Secretary (and Board Chair and Board President, as needed, ) on all Board-related matters.
- Work with Vice President of Finance and Director of Finance to manage expenses within budget for Executive Office and Board of Trustees activities.
- Protect organization’s value by keeping information confidential and secure.
- Special projects as needed.
Safety Responsibilities
- Adhere to all policies pertaining to physical safety and security
- Report any potential or actual violations to Security
Qualifications and Experience Requirements:
To be successful in this role, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
- Commitment to diversity, equity, and inclusion as key strategies toward creating and supporting safe spaces that promote empathy, a sense of belonging, and humanity to foster the greatest potential for innovation, creativity, and collaboration across all teams.
- Ability to communicate with a broad range of internal and external stakeholders.
- Ability to manage interruptions and distractions while multi-tasking effectively and prioritizing multiple assignments.
- Competency in Microsoft Excel or similar software
- Competency in PowerPoint or similar presentation software
- Confidentiality.
- Display professionalism, diplomacy and discretion especially when handling matters of a confidential nature.
- Exhibit excellent verbal and written communication, and organizational skills
- Must be highly organized and detail-oriented, while also thinking strategically.
- Office 365 or similar suites
- Very strong interpersonal skills and the ability to build professionally distanced relationships with stakeholders, internal staff, board members, and external partners.
Education and/or Credentialing Requirements:
- Bachelor’s degree or equivalent experience
Working Conditions:
YoungArts is headquartered in Miami, FL. Work is currently performed in a hybrid setting (virtual and in-office). Typical operations take place in an office environment and/or in an event/venue setting. This could be a remote role for the right candidate (who is also willing to travel to Miami and other places as needed). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
YoungArts has instituted a mandatory COVID-19 vaccine policy for all employees. As a condition to employment, you are required to be fully vaccinated against COVID-19 and show proof of such vaccination, unless you have an approved exemption in accordance with applicable law.
Travel will be required.
Equity, People & Culture
Studies have shown that marginalized identities are less likely to apply to jobs unless they meet all qualifications listed. At YoungArts, we believe that safe spaces that promote empathy, a sense of belonging, and humanity hold the greatest potential for innovation, creativity, and collaboration across all art forms. So, if you’re excited about this role and your past experience and/or education don’t align perfectly with every qualification in the job description, we still encourage you to apply anyways. The requirements listed in job descriptions are guidelines, not hard and fast rules; you don’t have to satisfy every requirement or meet every qualification listed. Applying gives you the opportunity to be considered; you may be just the right candidate for this role or other roles we are looking to fill.