Senior Administrator to the President & CEO

Celebrity Series dba Vivo Performing Arts 20 Park Plaza, Suite 220 Boston, MA 02116

Date Posted:

June 27, 2026

Region:

Eastern Massachusetts Category:

Administrative Type:

Full-Time Senior Administrator to the

President & CEO Description:

Department:

Executive Office, salary allocated across functions

Immediate Supervisor:

President & CEO Summary of Position This is a high-impact role that blends traditional administrative support with mission-driven coordination, stakeholder management, andanizational insight.

Responsibilities, Administrative:

Manages CEO's calendar, schedules meetings, interfaces inter-departmentally with Vivo Performing Arts staff for scheduling needs (e.g. on performance days, coordinates with Artistic teams; for donor and board meetings, coordinates with Advancement team). Creates CEO's briefing documents for Vivo Performing Arts performances and other public events, including VIPs to meet, talking points, etc. Attends many performances and events to "staff" CEO. Assists CEO to ensure successful fulfillment of responsibilities and goals at each performance. Takes notes and distributes following performances and events. Provides CEO materials in advance of each week for the purposes of meeting and schedule preparation. Act as a trusted thought partner to the CEO. Draft and edit correspondence (emails, letters, speeches) from the Executive Office. Coordinates CEO's Vivo Performing Arts event tickets and guests with Box Office. Coordinates CEO's travel and lodging, tracks CEO receipts and codes expenses in Divvy. Assists CEO in managing files and documents to ensure smooth day-to-day office operations for the executive office. Collaborates with the Marketing Analytics Manager on data and reporting requests.

Responsibilities, Artistic Planning:

Facilitates internalmunications across departments. Acts as a support for artistic planning team but not a decision-maker. Traffic iingmunications from artists and their representatives and coordinates closely with the artistic operations team. For the purposes of scouting, when required, research artists and performances for further consideration and tracks performances to attend, locally and afield. Participates in artistic planning meetings. Participates inmunity programs meetings. Acts as a notetaker and tracks action steps and follow-up. As assigned, coordinatesmunication between CEO, artistic consultants, and the Program Administrator. As assigned, contributes to special projects and supports production team.

Qualifications:

Background in the performing arts, broad or multi-disciplinary knowledge preferred. Conversant in musical and artistic disciplines. Experienced in the creative process andfortable in creative environments. Curious, resourceful,mitted to learning, intrepid. Experienced in a high-volume, fast-paced setting. Excellent skills in time management and multi-tasking, ability to prioritize. Ability to trackplex tasks topletion. Presents well in professional settings (e.g. with donors, artists, and at performances). High degree of interpersonal respect, diplomacy, and confidentiality. Excellentmunicator, written and in-person. Strong recall. Experience in scheduling required. Experience with Microsoft Office Suite, including Outlook and Point, preferred. Available to work flexible schedule, evenings and weekends required. Comp time available.