Executive Assistant

Oasis Arts Inc.; San Francisco (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Oasis Arts Inc. is seeking an organized Executive/Personal Assistant to support the Artistic and Executive Director in both professional and personal capacities.

The role includes calendar management, travel coordination, and confidential matter handling within a fast-paced arts environment. Responsibilities cover executive support, personal scheduling, and event logistics, with opportunities to liaise with artists and production teams.

Qualifications

• 3–5 years of experience as an Executive Assistant or senior administrative support.
• Demonstrated discretion and sound judgment when handling confidential information.
• Excellent organizational skills and strong attention to detail.
• Proficiency with Google Workspace and Slack.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks in a fast-paced environment.

Responsibilities

• Provide scheduling, calendar management, and correspondence support for the ED and AD.
• Prepare materials for meetings, including agendas, notes, and presentations.
• Draft and proofread organizational communications and memos.
• Maintain organized filing systems for contracts and records.
• Coordinate travel logistics and manage personal scheduling as needed.
• Support personal correspondence, gifts, and special events for leadership.
• Coordinate logistics for internal and external events and performances.
• Assist with artist hospitality and related communications.

Skills

Discretion

Organization

Communication

Multitasking

Evenings/weekends flexibility

Tools

Google Workspace

Slack

Job description

Position Summary

This role blends traditional executive assistant responsibilities, such as calendar management, correspondence, and meeting preparation, with personal assistant support for the AD and ED, including managing personal scheduling, coordinating travel, and handling sensitive or confidential matters with discretion.

This role is ideal for someone who is highly organized, trustworthy, and resourceful, thrives in a fast paced and creative environment, and genuinely cares about Oasis Arts' mission. It requires sound judgment, absolute discretion, and the flexibility to move fluidly between organizational priorities and the personal needs of senior leadership.

Key Responsibilities

Executive Administrative Support

• Provide scheduling, calendar management, and correspondence support for the Artistic and Executive Director
• Prepare materials for internal and external meetings, including agendas, notes, presentations, and follow-up action items
• Draft and proofread organizational correspondence, memos, and communications as directed
• Maintain organized physical and digital filing systems for contracts, documents, and records

Personal Administrative Support

• Support the Artistic Director in cultivating and managing their personal brand and public image on behalf of the organization, including coordinating makeup, styling, wardrobe, and other elements of their public-facing presentation
• Coordinate travel logistics, including flights, lodging, and itineraries
• Support personal correspondence, gift coordination, and special occasion planning on behalf of the Artistic and Executive Director
• Anticipate the needs of both executives and proactively manage shifting personal and professional priorities
• Run occasional personal errands and coordinate household or lifestyle vendors as needed
• Handle confidential personal and organizational matters with discretion, professionalism, and sound judgment

Event & Production Support

• In partnership with the Operations Manager, coordinate logistics for internal staff meetings, board meetings, and organizational convenings, including room setup, catering, and technology needs
• Provide logistical support for performances, community events, fundraisers, and special programming as directed
• Assist with artist hospitality logistics, including travel coordination, accommodations, and communications

Qualifications

Required

• 3–5 years of experience as an Executive Assistant, Personal Assistant, or in a senior administrative support role (nonprofit or arts experience a plus)
• Demonstrated discretion and sound judgment when handling confidential, sensitive, or personal information
• Excellent organizational skills and strong attention to detail
• Proficiency with Google Workspace (Docs, Sheets, Calendar, Gmail) and Slack
• Strong written and verbal communication skills
• Ability to manage multiple tasks simultaneously, operate in a fast paced work culture, and adapt to rapidly changing needs in a dynamic environment
• Ability to work evenings and weekends as needed
• Genuine interest in and commitment to Oasis Arts' mission and community

Preferred

• Experience supporting senior executives or leadership in both professional and personal capacities
• Familiarity with project management tools (Asana, Notion, or similar)
• Connection to or experience working within LGBTQ+, BIPOC, or SF arts and nightlife communities

Equity & Inclusion

Oasis Arts is an equal opportunity employer and strongly encourages applications from LGBTQIA+, BIPOC, and underrepresented candidates.