Executive Assistant

Company DescriptionThe Crested Butte Center for the Arts began in 1987 when dedicated community members transformed a county maintenance garage into a hub for artistic expression. Today, the Center operates from an impressive facility, hosting over 200 diverse events annually, ranging from performances to educational programs. Its growth and success are a testament to the unwavering support of the Crested Butte community, fostering creativity and cultural enrichment. The Center continues to serve as a vibrant gathering place for art, culture, and connection.Role DescriptionThe Executive Assistant provides high-level administrative and organizational support to the Center’s Executive Director and Chief Business Officer, while coordinating the systems, communications, and logistics that support the Center’s fundraising and board engagement. This role sits at the heart of many of the Center’s key relationships and requires a high level of professionalism, responsiveness, and attention to detail. The Executive Assistant regularly interacts with donors, board members, and community partners, and plays an important role in maintaining strong, thoughtful relationships across these groups. This is a highly trusted position that requires exceptional communication skills, including the ability to represent the organization with clarity, professionalism, and care.Key ResponsibilitiesManage calendars, scheduling, and meeting coordination for the Executive Director and Chief Business OfficerCoordinate internal and external meetings, including preparation of materials and follow-up as neededPlan travel and logistics for donor visits and external meetingsServe as initial point of contact for incoming calls and requests for the ED and CBO, routing appropriatelySupport day-to-day administrative needs to ensure leadership can focus on high-impact workDevelopment Operations & Donor SupportProcess donations, including check handling, documentation, and database entryMaintain and ensure accuracy of the donor databaseRespond to donor inquiries and support donor communicationsDraft and send thank-you letters, gifts, and acknowledgment materialsTrack donor touchpoints and support follow-up for leadershipBoard & Governance SupportManage board and committee calendars, scheduling, logistics, and hospitalityMaintain board contact lists and recordsPrepare and distribute board materials and take meeting minutesSupport board communications and follow-upCoordinate board-related documentation and compliance needsEvents, Fundraising, & Donor EngagementSupport planning and execution of fundraising events, including the Arts BallWith the Event Manager and Operations Team, coordinate logistics for donor events, board gatherings, and alumni eventsSupport Arts Ball committee coordination and communicationManage guest lists, invitations, RSVPs, and event follow-upCoordinate fundraising auctionsOrganizational Administration & Operations SupportSupport required administrative filings and documentation (e.g., charitable status, state reporting, audit requests)Assist the CBO with minor bookkeeping and administrative financial tasksProvide general administrative support across departments as neededCulture & Team SupportWork with the ED to plan staff appreciation events, team gatherings and meals, and culture-building activitiesSupport a positive, connected, and collaborative workplace environmentQualifications & QualitiesExceptionally strong written and verbal communication skills, with the ability to write clearly, concisely, and in the voice of the organization’s leadershipAn excellent writer with strong grammatical style and attention to detail; able to draft polished donor and board communications with minimal oversightHighly organized with exceptional attention to detail and follow-throughProactive, resourceful, and driven; someone who takes initiative and consistently looks for ways to improve systems and outcomesTrustworthy and able to handle confidential information with discretionStrong interpersonal skills with the ability to build and maintain relationships with a wide range of stakeholders, including donors, board members, and community partnersHigh level of professionalism, emotional intelligence, and responsiveness in all communicationsStrong time management skills and ability to manage multiple prioritiesPersonable, warm, and engaging, with the ability to build authentic relationships with donors, board members, and staffA sense of humor and the ability to bring positive energy to the teamWhat Success Looks LikeLeadership is well-supported, organized, and able to focus on fundraising and strategyDonor communications are timely, thoughtful, and consistentBoard operations are smooth, organized, and well-coordinatedEvents and gatherings are well-executed and reflect the Center’s valuesDetails are handled proactively, and nothing falls through the cracksThe organization feels more connected, responsive, and efficient