Executive Assistant

Arbutus, founded in 2018 by artist and musician David Byrne, is hiring a part-time Executive Assistant to join our tight-knit team. Arbutus cultivates curiosity, joy and human connection, ensuring that our picture of the world contains the joy that it should, and is accessible to everyone. A common thread among our current projects – Theater of the Mind and Reasons to be Cheerful– as well as those we have in development, is that they are conceived and created without adherence to a fixed path or genre.

The Executive Assistant will provide administrative and operational support to the Managing Director across a range of activities including engagement with the Board of Directors. This position therefore requires a strong sense of discretion, good judgement, a keen eye for detail, and an ability to manage the many competing priorities of leadership. The ideal candidate has some non-profit experience including interacting with donors and other stakeholders, although it is not required.

Qualifications

• Minimum of three years experience working in an executive assistant capacity, nonprofit experience preferred;
• Exceptional organizational and time-management skills;
• Proficiency in Google Workspace and Microsoft Office. Experience with CRM platforms a plus;
• Demonstrates strong active listening and communicates with clarity and precision;
• Adept at prioritizing multiple priorities while handling day to day tasks;
• Self-motivated and adaptable, with the ability to anticipate needs and act proactively, while thriving in a collaborative, mission-driven team environment.

Job Description

• Coordinate the Managing Director’s calendar, including internal and external meetings
• Assist with domestic and occasional international travel arrangements, process expenses, and track billing
• Support Board communications by scheduling meetings, developing agendas, drafting outreach and collateral materials, taking notes, and tracking follow up as needed;
• Work closely with team members to prep Managing Director for external meetings, and track next steps and follow up as needed;
• Support Arbutus friend and fundraising events by creating look books, drafting event invitations and tracking rsvps, handling some event logistics, and coordinating follow-up. On-site support at events will occasionally be needed, requiring limited evening or weekend work.
• In addition to the above, provide vital support for Arbutus’s annual Variety Show. Work may include coordinating logistics and execution of the Variety Show and associated VIP events; vendor management; guest experience details such as seating, event flow, communication, and opportunities to liaise with senior leadership, and post-event follow up.

The Arbutus Foundation does not discriminate against any applicant for employment, or any employee because of age, color, sex, disability, national origin, race, religion, or veteran status.

• Hybrid role
• Unlimited PTO policy, subject to company guidelines
• Employer sponsored health, vision and dental plans
• 401(k) with up to a 3.5% Safe Harbor Match following 3 months of employment

English.