Executive Assistant to the AD/CEO & Board Liaison

Nashville Ballet; Nashville (TN); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

401(k)

Employee assistance program

Health insurance

Health savings account

Life insurance

Paid time off

Vision insurance

Job summary

Nashville Ballet seeks an Executive Assistant to the AD/CEO & Board Liaison to provide high‑level administrative and strategic support. You will manage executive priorities, board operations, and cross‑department collaboration while handling confidential information with discretion.

This on‑site role runs Monday–Friday, 8:00am–5:00pm, with occasional evenings and weekends as required. Strong communication, organization and problem‑solving skills are essential.

Qualifications

• Excellent written and verbal communication across staff, executives, donors and external partners.
• Ability to take initiative, manage projects, and seek guidance when needed.
• Exceptional organizational skills to prioritize competing demands and protect leadership time.
• Strong leadership, relationship management, and independent judgment.
• Demonstrates integrity, discretion, and professional conduct with sensitive information.

Responsibilities

• Manage and coordinate the AD/CEO’s calendar, travel, materials and meetings.
• Prepare briefs, agendas, and presentations for upcoming engagements.
• Support cross‑department collaboration and governance activities with board Liaison work.
• Attend board and committee meetings and record accurate minutes.
• Provide confidential executive support and donor relations coordination with Tessitura.
• Assist HR with recruitment onboarding and staff welcoming duties.
• Maintain board portal, directory and governance records.

Skills

Communication

Proactive

Organization

Leadership

Problem-solving

Discretion

Education

Bachelor’s degree

Job description

Executive Assistant to the AD/CEO & Board Liaison

The Executive Assistant to the AD/CEO & Board Liaison provides high-level administrative and strategic support to the Artistic Director/CEO and serves as a key liaison to Nashville Ballet’s Board of Directors. This role manages executive priorities, Board and committee operations, special projects, and organizational communications while supporting effective cross-department collaboration. The position requires exceptional organization, discretion, communication, independent judgment, and proactive problem-solving.

Essential Functions and Responsibilities: To perform this job, an individual must perform each essential function satisfactorily with or without reasonable accommodation. This job is not hybrid, and hours in the office are expected Monday-Friday, 8:00am-5:00pm, unless modified for assigned evening and weekend responsibilities. This job requires discretion and maintaining confidentiality.

Job Responsibilities

Executive Support

• Manage, maintain, and coordinate the Artistic Director/CEO’s complex calendar, balancing competing priorities and protecting time for artistic, executive, organizational, and strategic priorities.
• Produce daily morning briefs to prepare AD/CEO for upcoming meetings, deadlines, and other important information.
• Coordinate domestic and international travel, including transportation, accommodations, itineraries, and related logistics.
• Prepare meeting materials, presentations, briefing materials, agendas, and other information to support the Artistic Director/CEO.
• Coordinate meetings with internal and external stakeholders and ensure appropriate preparation and follow-through.
• Assist the Artistic Director/CEO in managing priorities, deadlines, commitments, and follow-up resulting from meetings and organizational activities.
• Exercise independent judgment to identify problems, recommend solutions, and implement approved solutions that support organizational effectiveness.
• Anticipate the needs of the Artistic Director/CEO and proactively address administrative, logistical, and organizational matters.
• Support the Artistic Director/CEO’s relationships with major donors and external stakeholders in collaboration with the Development team, including preparing meetings and conducting donor research through Tessitura.
• Support Human Resources with recruitment and onboarding activities, including scheduling interviews and welcoming new team members.
• Handle confidential executive, personnel, donor, and organizational information with discretion.
• Serve as the primary administrative liaison between the Artistic Director/CEO, Board Chair, Board members, and Nashville Ballet leadership.
• Coordinate all Board and committee meetings, including scheduling, agendas, materials, and meeting logistics.
• Prepare and distribute Board and committee meeting packets and supporting materials.
• Attend Board and committee meetings and prepare accurate, concise minutes.
• Maintain the Board portal, Board directory, committee rosters, and related governance records.
• Support Board recruitment, onboarding, engagement, and offboarding.
• Coordinate annual Board documentation, including conflict-of-interest forms and other governance materials.
• Monitor Board and committee activities to support alignment with Nashville Ballet’s strategic priorities.
• Maintain timely, professional, and confidential communication with Board members.
• Support effective Board governance by ensuring information, deadlines, and follow-up items are communicated and managed proactively.

Qualifications

Attributes Needed to Be Successful in This Role

• Communication: Excellent written and verbal communication skills, with the ability to communicate effectively and professionally with staff, executives, Board members, donors, and external partners.
• Proactive & Self-Directed: Takes initiative, anticipates needs, manages projects independently, and knows when to ask questions or seek guidance.
• Organization & Time Management: Exceptional organizational skills with the ability to prioritize competing demands, manage deadlines, and effectively protect and manage the Artistic Director/CEO’s time.
• Leadership & Relationship Management: Builds trust and credibility across all levels of the organization and confidently coordinates meetings, projects, and Board activities.
• Problem-Solving & Judgment: Demonstrates strong critical thinking and emotional intelligence, identifies challenges, recommends solutions, and exercises sound independent judgment.
• Discretion & Professionalism: Maintains a high degree of confidentiality, integrity, and professionalism when handling sensitive executive, Board, personnel, donor, and organizational information.

Work Requirements and Qualifications

The successful candidate will have:

• Education & Experience: Bachelor’s degree and at least three years of progressive administrative, executive support, or related professional experience, preferably supporting senior leadership.
• Executive & Board Support: Demonstrated experience working with senior leaders, Board members, or other high-level internal and external stakeholders.
• Communication & Interpersonal Skills: Exceptional written and verbal communication skills, with the ability to effectively communicate information and build strong professional relationships across all levels of an organization.
• Organization & Independent Judgment: Strong organizational, reasoning, and critical-thinking skills, with the ability to manage competing priorities, work independently, and exercise sound judgment in a fast-paced environment.
• Integrity, Discretion, & Emotional Intelligence: Demonstrated professionalism, sincerity, emotional intelligence and discretion, with the ability to maintain credibility and confidentiality when handling sensitive information.

Physical Demands: The physical demands described here are a non-exhaustive list of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to handle, feel, talk, and hear. The employee is frequently required to stand, walk, and reach with hands and arms above the shoulders. The employee is frequently required to sit and occasionally stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Work Environment: The work environment characteristics described here are representative of those employees encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the noise level in the work environment is usually low to moderate.

Disclaimer Statement: This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this document is intended to be an accurate description of the current job, circumstances may require that other or different tasks be performed (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).

Nashville Ballet provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Additional Information

• 401(k)
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Salary

• Salary Range: 50,000-60,000