As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for six consecutive years.Meany Center for the Performing Arts at the University of Washington, Seattle, is one of the region's premier performing arts presenting organizations and, together with its university and community partners, Meany Center fosters innovative performances that advance public engagement, cultural exchange, creative research and learning through the arts. Meany Center provides opportunities for diverse artists, community, students and faculty to connect in the discovery and exploration of the boundless power of the arts to create positive change in the world. Located in the heart of the UW Campus, Meany Hall serves as the primary performance space for the University's academic programs in Dance, Music, Digital Arts and Experimental Media, Drama and for the Meany Center Visiting Artist Program.Position Purpose:Reporting to the Executive and Artistic Director of Meany Center for the Performing Arts, the Assistant to the Executive and Artistic Director will provide primary executive, analytical, program and project management support across the organization. This position must exercise independent discretion and judgement related to Meany Center operations and policies, and in interactions involving UW leadership, high-level donors, artists and other internal and external stakeholders. Within the limits of the position, has delegated authority to make commitments that affect departmental operations.Position Complexities:Lead the coordination of daily activities and manage all aspects of support related to the Executive and Artistic Director's (ED/AD) daily responsibilities including assistance on matters that are sensitive and complex in nature. Provide program and project management in key areas including strategic planning, operations, artistic programming, advancement, and communications, and possess the knowledge in these areas to assist in ensuring organizational goals are met. Serve as a point-of-contact to the general public and other constituents, representing Meany Center to campus/systemwide offices and external partners. Oversee and prioritize the ED/AD's complex and rapidly changing calendar. Draft and disseminate communications and policies, as well as various public and institutional facing writing and editing projects, and oversee the development and implementation of effective systems for managing and sharing information. Independently manage logistics for projects with partners, agents, artists, donors, board members, and other internal and external constituents. Provide executive support to the Director's leadership team, and represent the organization with artist, patrons and donors by attending performances and events on evenings and weekends as needed.Position Dimensions and Impact to the University:The Assistant to the ED/AD is responsible for effectively managing the ED/AD's schedule and briefings, independently taking into account strategic priorities and organizational relationships, to ensure efficient operations of the Meany Center and delivery of its mission and vision.POSITION DETAILS:Executive Support and Administration 35%:Act as gatekeeper and liaison to UW departments, arts community, vendors, patrons, partners, and external constituenciesManage complex schedules and requests, committing to action and independently determining priorities and resolving problemsPrepare ED/AD by researching, preparing and distributing key informationOrganize recruitment, onboarding and annual review processes, including initial feedback on applications for ED/AD while maintaining confidentiality with sensitive personnel informationProvide financial support such as developing annual budgets, reconciling accounts, and analyzing and processing dues/paymentsManage communications with President, Provost, Deans and VIPs regarding performance attendance, while maintaining and cultivate positive working relationships with their teamsAct as a barometer, having sense for issues in the environment and making recommendations; brief leadership on status of issuesSpecial Projects and Initiatives 25%:Support and provide input on Strategic Planning process, drafting, dissemination and executionOversee, budget for and plan team building organizational activitiesManage Leadership Team administration and all staff meetings and identify agenda content, including regarding policies and operations across the organizationAnalyze and improve file storage and sharing across Meany CenterAnalyze and problem solve space and facilities needs and configurationsServe on strategic planning teams as assigned to advise on organizational prioritiesArtistic Planning and Research 20%: Capture, distill and analyze information regarding season programming and documentationResearch potential artists to advise on season programming, in alignment with organizational missionDelegated authority to meet with agents as needed, and follow-up with agents and deadlinesCreate supporting documents for contracting with visiting artistsManage approval process for recording and radio broadcast contract agreementsManage repertoire related initiatives for Chamber/Piano seriesWriting and Communications Management 10%:Write and circulate internal communications to staff, by identifying key activities, outcomes, policies and proceduresDraft ED/AD public communications, such as curtain speeches, Gala remarks, grant presentations, and presentations to University leadershipIndependently provide copy and editing, grant applications, season brochures and books, programs, reports, season announcements and other projects as assignedAdvancement 10%: Exercise diplomacy and discretion as key contact for givers at the $10K level and above on behalf of the organizationStaff and organize donor events as neededArrange individual donor cultivation meetingsResearch, analyze and summarize Tessitura donor dataSupport activities related to annual and endowment campaignsREQUIREMENTS:Bachelor's degree in a related field and 1-2 years' experience as an executive assistant.ADDITIONAL REQUIREMENTS:Experience providing administrative and project management support to administrators in a complex, multi-disciplined environment.Experience coordinating and documenting complex meetings and events.Experience working in an environment that requires interpersonal and communication skills to create and maintain professional collaborative working relationships.Experience managing dynamic electronic calendars and communications to evaluate requests, discern appropriate action, and commit executive to action.Experience composing and editing professional correspondence, reports, and other documents including creating messages on behalf of others for internal and external dissemination.Experience using various software programs (word processing, spreadsheets, databases, presentation software, etc.) to accomplish assignments.Problem-solving skills to anticipate and identify problems, to help develop creative solutions for resolution.Experience researching data and summarizing information.Experience providing primary support and leadership in coordinating day-to-day activities of an executive.Organizational and time management skills to achieve timely progress on multiple simultaneous tasks, meet deadlines, and maintain a high level of quality and attention to detail.Experience coordinating domestic and international travel and establishing itineraries.Political acumen and judgement to handle sensitive or difficult situations with discretion.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.DESIRED:Experience using Advance Information System (AIS) and UW Procard/Travel Card and other databases.Knowledge of and skill to interpret and apply UW and campus policies and procedures, especially pertaining to purchase of travel and entertainment.Familiarity with campus-wide offices, administrative contacts, campus structures, policies and resources.Experience working with donors.Experience planning, coordinating and implementing meetings and events, including handling all logistical tasks.Knowledge of and interest in the performing arts.This position requires the ability to balance multiple projects, think creatively and strategically, as well as manage day-to-day operations, and have a general knowledge of business operations, policies and procedures. Seeking candidates with a proven high level of organizational skills, computer knowledge, accuracy and attention to detail.Application Process:The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.