Executive Assistant to the President and CEO

Role Overview

The Executive Assistant to the President and CEO provides vital high-level administrative support to the President & CEO and the Board of Directors, serving as a crucial intermediary between leadership, the public, and staff. The position demands a proactive, detail-oriented, and highly organized individual with outstanding interpersonal communication skills.

Key Responsibilities

• Manage scheduling for the President & CEO, including appointments, meetings, correspondence, logistical arrangements, technical support, and minute-taking.
• Oversee and monitor progress for special projects, maintaining timelines and reports.
• Act as the principal liaison to the Board of Directors, facilitating consistent interaction, scheduling, and logistical coordination for board and committee sessions.
• Prepare and disseminate agendas, minutes, and requested documentation for the Board Chair, committee chairs, and President & CEO.
• Collaborate with senior leadership to plan and execute quarterly Board meetings, administrative events, and Academy functions, including trips and social gatherings.
• Maintain and update content on Administration and Board portals, ensuring accuracy and current contact information for board members.
• Supervise front desk coverage at the Music Academy campus, ensuring warm welcomes and excellent customer service to visitors both onsite and by phone.
• Maintain comprehensive understanding of the Academy's master calendar and daily operations to ensure smooth conduct of activities, including opening and closing meeting spaces.
• Develop deep familiarity with the Academy’s programs to confidently respond to public inquiries and serve as an Ambassador.
• Ensure common areas such as the front office, meeting spaces, and kitchen remain organized and functional.
• Coordinate with Facilities for cleaning and setup needs.
• Manage inventory of office and kitchen supplies, including budgeting, purchasing, and vendor relations.
• Oversee coffee service and refreshments as necessary.
• Maintain office equipment such as copiers and postage meters, arranging servicing to minimize disruptions.
• Handle mail distribution and assist with postage and mailing procedures; manage shipping contracts.
• Occasionally lift supplies and equipment weighing up to 25 pounds.
• Perform additional duties as assigned.

Additional Requirements

• Consistent onsite attendance required Monday through Friday.
• Occasional work during evenings and weekends may be necessary.
• Travel between the Miraflores campus and other off-site venues is expected; a valid driver’s license is mandatory.

Ideal Candidate Profile

• Demonstrates high discretion and sound judgment in handling confidential information.
• Possesses exceptional customer service skills and remains composed under pressure.
• Self-motivated with excellent organizational and both written and verbal communication abilities.
• Shows an interest in music or the performing arts.
• Strong problem-solving capabilities.
• Able to collaborate effectively within a team or work independently, adapting to shifting priorities and schedules.

Compensation and Benefits

This full-time, non-exempt role offers hourly pay ranging from $27 to $35, depending on experience and skills. Benefits include comprehensive health, dental, and vision coverage, life insurance, paid vacation and sick leave, and a 403(b) retirement plan with employer match.

About the Music Academy of the West

The Academy’s mission is to train musicians through rigorous study with distinguished teachers and unique performance opportunities, while enhancing community access to musical experiences in Santa Barbara. Programs include summer and year-round offerings for various age groups, culminating with an extensive Summer Music Festival & School each year.

The Academy values diversity and inclusivity, fostering a collaborative and communicative workplace culture.