Senior Administrator to the President & CEO

Job Description

Job Description

With a mission to enrich and inspire our community through exceptional live performances, Vivo Performing Arts (formerly Celebrity Series) has become a mainstay of Boston’s cultural life by bringing a widening spectrum of performers to the city’s major concert halls. Vivo Performing Arts presents over 70 subscription series performances in 10 different venues and more than 150 community engagement activities annually.

Vivo Performing Arts’ audiences experience the world’s great orchestras, chamber ensembles, and soloists, as well as leading artists in contemporary dance, jazz, global and folk music, and spoken word. Alongside the subscription series performances, Vivo Performing Arts’ Arts for All! community engagement programs introduce the joy of live performance and connect with a dynamic network of hundreds of community collaborators, reaching thousands of individuals annually.

Position: Senior Administrator to the President & CEO
Department: Executive Office, salary allocated across functions
Immediate Supervisor: President & CEO

Status: Full time

Salary/Hourly rate: $70,000 - $80,000 per year

Work Location: Boston, MA

Summary of Position

This is a high-impact role that blends traditional administrative support with mission-driven coordination, stakeholder management, and organizational insight.

Responsibilities, Administrative:

• Manages CEO’s calendar, schedules meetings, interfaces inter-departmentally with Vivo Performing Arts staff for scheduling needs (e.g. on performance days, coordinates with Artistic teams; for donor and board meetings, coordinates with Advancement team).
• Creates CEO’s briefing documents for Vivo Performing Arts performances and other public events, including VIPs to meet, talking points, etc.
• Attends many performances and events to “staff” CEO.  Assists CEO to ensure successful fulfillment of responsibilities and goals at each performance. Takes notes and distributes following performances and events. 
• Provides CEO materials in advance of each week for the purposes of meeting and schedule preparation. Act as a trusted thought partner to the CEO.
• Draft and edit correspondence (emails, letters, speeches) from the Executive Office.
• Coordinates CEO’s Vivo Performing Arts event tickets and guests with Box Office.
• Coordinates CEO’s travel and lodging, tracks CEO receipts and codes expenses in Divvy.
• Assists CEO in managing files and documents to ensure smooth day-to-day office operations for the executive office.
• Collaborates with the Marketing Analytics Manager on data and reporting requests.

Responsibilities, Artistic Planning:

• Facilitates internal communications across departments. Acts as a support for artistic planning team but not a decision-maker.
• Traffic incoming communications from artists and their representatives and coordinates closely with the artistic operations team.  
• For the purposes of scouting, when required, research artists and performances for further consideration and tracks performances to attend, locally and afield.
• Participates in artistic planning meetings. Participates in community programs meetings. Acts as a notetaker and tracks action steps and follow-up.
• As assigned, coordinates communication between CEO, artistic consultants, and the Program Administrator.
• As assigned, contributes to special projects and supports production team. 

Requirements:

• Background in the performing arts, broad or multi-disciplinary knowledge preferred.  Conversant in musical and artistic disciplines.  Experienced in the creative process and comfortable in creative environments.
• Curious, resourceful, committed to learning, intrepid.
• Experienced in a high-volume, fast-paced setting.  Excellent skills in time management and multi-tasking, ability to prioritize.  Ability to track complex tasks to completion.
• Presents well in professional settings (e.g. with donors, artists, and at performances). High degree of interpersonal respect, diplomacy, and confidentiality.
• Excellent communicator, written and in-person. Strong recall.
• Experience in scheduling required. Experience with Microsoft Office Suite, including Outlook and SharePoint, preferred.
• Available to work flexible schedule, evenings and weekends required. Comp time available.