Executive Assistant to the President and CEO

Job Description

Description:

The Executive Assistant to the President & CEO (EA) provides high-level administrative support to the President & CEO and Board of Directors, acting as a key conduit to the public and all staff. The ideal candidate will be a proactive self-starter, demonstrate excellent organizational skills, have a keen eye for detail, and possess exemplary interpersonal skills. Requirements:

Executive Support to the President & CEO and Board of Directors:

Manage the President & CEO’s calendar by scheduling appointments and coordinating meetings, including correspondence, logistics, technical needs, and minutes

Oversee special projects and track timelines and progress reports

Serve as the primary liaison to the MAW Board of Directors ensuring regular interaction, effective scheduling and overseeing all logistical needs for board and committee meetings

Prepare and distribute meeting agendas, minutes, and other materials requested by Board Chair, committee chairs, and President & CEO

Collaborate with President & CEO, Board, and senior managers to successfully plan and execute quarterly Board meetings, administrative events, and other Academy activities, including Board trips and social activities

Oversee content management on Administration and Board portals, ensuring accurate and timely updates and keeping board member contact lists up to date

Operations:

Manage Front Desk coverage to welcome visitors to the Music Academy campus and provide excellent customer service both in person and via phone

Maintain a thorough understanding of the Academy’s master calendar and daily activities to ensure smooth operations, especially the opening/closing of meeting spaces

Proactively develop in-depth knowledge of the Music Academy’s programs and activities to respond to public inquiries and represent the Academy as an ambassador

Ensure Front Office, meeting spaces, and kitchen are kept in neat working order

Collaborate with Facilities to arrange cleaning and set-ups as needed

Manage office and kitchen supplies inventory, including purchasing, budgeting, and maintaining vendor relationships

Coordinate coffee service and refreshments as needed

Maintain office equipment such as copiers, postage meter, and coordinate service as needed to minimize downtime

Distribute mail and assist staff with postage/mailing procedures and manage contracts with shipping carriers

Occasionally lift office products and supplies, up to 25 pounds

Other duties is assigned

Additional Requirements:

On-site office attendance five days per week required

Occasional nights and weekends may be required

Occasional travel between Music Academy’s Miraflores campus and off-site venues - valid driver's license required

Candidate Profile:

The Music Academy of the West values diverse colleagues who thrive in a collaborative, highly communicative workplace. Our administration collectively informs and agrees upon the organization’s expectations for teamwork, including a positive, goal-oriented environment that positions every employee for success. This position is great for someone who has:

A high degree of discretion and sound judgment in handling sensitive information and making decisions

A passion for customer service and great interpersonal skills and the ability to stay cool under pressure

A self-starter who is extremely organized with excellent written and verbal communication skills

An interest in music or other performing arts

Highly developed problem-solving skills

The ability to work on a team collaboratively or with minimal supervision and adapt to changing work priorities and schedules

Benefits and Compensation:

This is a non-exempt, full-time position. Compensation is $27-35 per hour, commensurate with skills and experience. The Music Academy provides a comprehensive benefit package for full-time employees, which includes health, dental and vision coverage, life insurance, paid vacation and sick leave and a 403(b) plan with employer match.

About Music Academy of the West:

The mission of the Music Academy of the West is to educate musicians through intensive study with exceptional teachers and transformative performance opportunities, while broadening access to musical experiences for the Santa Barbara community.

The Music Academy is an equal opportunity employer. We aim to create a diverse and inclusive work environment and we value each employee’s unique experiences and perspectives.

As part of its annual Summer Music Festival & School, the Academy presents the Fellowship Institute, which trains up to 150 fellows ages 18–34, alongside the High School Intensive, a two-week program for 105 gifted musicians ages 14–18. Year-round programs include Sing!, a youth choir that performs with local, national, and international partners; and the Mariposa Concert Series, featuring Academy-affiliated artists. Each summer, the Festival showcases more than 100 performances and events, including masterclasses, competitions, and a fully staged opera. The 2027 Summer Music Festival & School will run June–August, 2027. The complete performance lineup for the Festival will be unveiled in early 2027.

For more information, please visit musicacademy.org.

Full-time