CAREERS

Contact

Rebecca Dominguez
Human Resources
and Office Manager
Rebecca.Dominguez@westaf.org

Job Openings

Executive Coordinator

About WESTAF
Headquartered in Denver, Colorado, WESTAF (Western States Arts Federation) is a nonprofit organization that weaves together technology, thought leadership, and innovation to energize, network, and grow funding for public sector arts agencies.

Summary of Position
The executive coordinator supports the executive director, the deputy director, and the board of trustees in the ongoing administration of the WESTAF organization, and is a key collaborator to the success of the WESTAF leadership team and the board of trustees as they lead the organization into the future.

As the main contact for the executive director and the board of trustees, the executive coordinator serves as a liaison between the executive director, the staff and the 25-person board of trustees, as well as other distinguished meeting attendees. The executive coordinator provides seamless, composed and comprehensive management for three in-person board meetings per year held throughout the western states, monthly executive committee conference calls and other in-person and virtual committee meetings as they may occur. On-site logistics for all meetings include coordination with hotels and event venues, restaurants, caterers, vendors, and AV technicians, as well as recording and transcribing minutes in an accurate and timely manner. Preparation for the meetings include timely calendar invites and travel arrangements, as well as the compilation of a meeting “board book”, including a detailed agenda, attachments, presentations, memoranda and other indexed documents pertaining to the trustee meeting.

The executive coordinator also assists the executive director and deputy director by providing administrative support that may include scheduling meetings, making travel arrangements, conducting research, preparing communications and managing expense reports for executives with a full schedule and frequent travel. This position demands a meticulous and unyielding attention to detail, organization, follow-through, productivity, and creativity, as well as an innate desire to iterate upon and improve processes, along with discretion, humor, and grace while engaging with colleagues, trustees, and various other high-level stakeholders.

Essential Functions

Board of Trustees Coordinator:

  • Manages all programming, scheduling and material collection and collation for the board of trustee and executive committee meetings.
  • Assists in coordinating hotel, restaurant, and travel logistics in collaboration with the events manager and the executive director.
  • Communicates clearly and consistently with trustees and at-large committee members regarding meetings, committee activities, and planning.
  • Liaises on general matters as needed between staff and trustees, and vice versa.
  • Prepares agendas, board books and other board materials as needed.
  • Transcribes minutes of all meetings with the aid of an audio recorder.
  • Collaborates with the events manager in providing high-level on-site production support for all meetings, including vendor and technology support.
  • Maintains discretion and confidentiality regarding all meeting content.
  • Manages all board elections, voting, and committee activities.
  • Manages board of trustee and external stakeholder expectations.
  • Manages and programs new trustee onboarding.
  • Provides high-level knowledge and technical assistance to the board chair, committee chairs, and board secretary.
  • Provides scheduling support to the board chair and trustees as needed.
  • Provides exemplary customer service to all board members and VIP attendees.
  • Troubleshoots unexpected meeting/event needs as they occur with a calm demeanor.

Executive Assistant to the Executive Director and the Deputy Director:

  • Provides scheduling support as needed for internal and external meetings attended by the executive director and the deputy director.
  • Manages the executive director and deputy director’s expense reporting using Concur software.
  • Provides other assistance as requested by the executive director and the deputy director including communications, technology, coordination with staff, travel logistics and research.

Other Functions:

  • Participates in staff-led committees that support a healthy and thriving work community.
  • As workload allows, support other programs with administrative and/or project-based tasks.
  • Perform other duties as may be assigned from time to time.

Requirements

 

Competencies:

  • Organizational Aptitude
  • Project Management Skills
  • Creative Problem Solving
  • Attention to Detail
  • Capacity to Work Independently
  • Technical Savvy
  • Emotional Intelligence
  • Customer Service Ethos
  • Discretion with Confidential Information
  • Manage Rapidly-Shifting Priorities

Other Duties:

This job description is not designed to cover or contain a comprehensive list of all activities, duties or responsibilities that are required for the employee. Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice.

Compensation

This is a coordinator-level position. The salary range for this coordinator-level position is $55,000 to $62,000. Starting salary will be established based on the skills and competencies the candidate will provide to achieve the essential and preferred functions.

Benefits

WESTAF offers a competitive benefits package for all full-time employees, including:

  • Employer-paid health insurance
  • Employer-paid life and disability insurance
  • Dental insurance partially subsidized by employee
  • 401(k) with up to 5% match
  • 37.5 hour work week
  • Generous vacation and sick leave
  • 10 paid holidays, plus the week off between Christmas and New Year’s Day

Don’t meet every single requirement?

Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At WESTAF, we are committed to building a diverse, inclusive, equitable and authentic workplace. If you’re excited about this role, but your past experience doesn’t perfectly align with every qualification in the job posting, we encourage you to apply anyway. You may be just the right candidate for this or other roles with us.

WESTAF is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. WESTAF is committed to attracting and retaining a diverse staff and will honor your experiences, perspectives, and unique identity. WESTAF strives to create and maintain a working environment that is inclusive and equitable.

Compensation

This is a coordinator-level position. The salary range for this position is $55,000-$62,000. Starting salary will be established based on the skills and competencies the candidate will provide to achieve the essential and preferred functions. 

To apply, please submit your resume and cover letter HERE by March 18, 2023.