Executive Assistant to the SVP, Operations

About The Kennedy Center

“I am certain that after the dust of centuries has passed over our cities, we, too, will be remembered not for victories or defeats in battle or in politics, but for our contribution to the human spirit.” – President John F. Kennedy

The Kennedy Center is the nation’s cultural center and living memorial to President John F. Kennedy. Located on the banks of the Potomac River in Washington, D.C., the Center presents performances across all genres, and is also home to artistic affiliates Washington National Opera and National Symphony Orchestra. 

At the Kennedy Center, we strive to foster belonging and empowerment at work. We are able to advance our mission because of our committed and passionate employees. We are fortunate to be able to leverage their diverse perspectives, life experiences and skills to inform how our workplace can be a safe, transparent, and replenishing community. The Kennedy Center is an equal opportunity employer and does not discriminate against any employee or applicant based on race, religion, gender identity, sexual orientation, disability, veteran status, marital status, pregnancy or related condition, or any other basis protected by law. 

Mission Statement: As the nation's performing arts center, and a living memorial to President John F. Kennedy, we are a leader for the arts across America and around the world, reaching and connecting with artists, inspiring and educating communities. We welcome all to create, experience, learn about, and engage with the arts. 

Why Join Us

We offer a comprehensive range of benefits to all full-time employees including: 

• Staff offers for discount tickets
• Retirement plan with organization matching (after 1 year of employment)
• Qualifying employer for the Public Student Loan Forgiveness Program (PSLF)
• Commuter programs including pre-tax options for discounted parking and SmartBenefits (WMATA)
• Annual Leave, Sick Leave, and Personal Days available immediately upon hire
• 11 paid holidays per year 
• Medical, Dental, and Vision benefits with FSA and HSA options, and paid FMLA
• Flexible work arrangements
• We like to have fun! Check out the Kennedy Center National Dance Day 2022 staff video!

Job Description

Provides administrative management in support of the Kennedy Center’s office of the Senior Vice President of Operations and the Operations Department. Provides direct assistance to the SVP in functions including but not limited to schedule management, board committee logistics and support, office management, file management both digital and paper, coordinates and makes travel plans as necessary. Coordinates the daily administrative processes related to the interactions between the Operations Department and its direct-reporting departments, Campus Planning and Facilities, Food and Beverage vendor as well as other KC departments. Manages the Kennedy Center’s institution-wide records retention and disposition program.  Provides back-up support for the office of the President as needed. Manages various special projects as assigned.

Key Responsibilities

Departmental Administration

• Responsible for day-to-day SVP Ops office management: manage the SVP’s calendar, schedule meetings; maintain electronic and paper filing systems; schedule meetings, formulate agendas, reserve meeting rooms, ensure appropriate A/V equipment, order catering, etc. Route calls and messages; order supplies; prepare and process expense reports, requisitions, and purchase orders; triage and respond to staff requests and questions; and support SVP and staff on organization and department-related policies and procedures.
• Manage various short-term and contract-related projects including data collection and analysis, meeting scheduling and coordination, preparation of meeting materials (agendas, presentations, etc.), and meeting documentation (taking notes and/or minutes).  Prepare correspondence, type, transcribe, edit, and proofread as needed.
• Collaborate with other staff and SVP Ops in logistics planning and scheduling meetings for the assigned board committees such as the Building and Grounds Committee and Visual Arts Committee. Assist SVP in preparing meeting materials including scripts. Take notes and draft meeting minutes. Prepare reports as requested compiling the necessary information.
• In collaboration with other division’s staff, IT and the SVP Ops, establish and administrate the Operation Division’s cloud based file management system. Plan, guide and support the Division’s transition into and use of Microsoft 365 (SharePoint, Teams, OneDrive etc.). Establish protocols, folders, templates, and manage digital hierarchy and access as required. Edit and coordinate the production of various documents pertaining to responsibilities of the department, Federal Budget justifications, Division’s budget planning, reports and projections, and other miscellaneous communications. Assist in the development, documentation and administration of policies and procedures related to the production, review and submission of these documents.
• Track department’s major goals and deadlines, manage reminders and timelines, ensure progress is tracked and reportable. Goals and deadlines may include HR, budget, personnel management, reports, etc. in weekly, monthly, quarterly or annual basis.
• Serve as backup Executive Assistant for the President's Office as needed.

Management

• Serve as the records retention program administrator for the Kennedy Center, institution-wide. Manage records retention policies and procedures, including destruction schedules, in collaboration with Archives, Finance, Office of General Counsel, and SVP Operations. Negotiate and administer the Center’s off-site records storage contract. Train authorized staff on vendor’s database program; develop and monitor the budget for the program; coordinate record orders for all departments including deposits, retrievals, viewings, and destruction; manage database updates; and review and process all program invoicing. Manage non-archival business records storage within designated locations in the building.
• Other duties as assigned.

Key Qualifications

• College degree required preferably associated to the performing arts
• Background in the performing arts with 3 - 5 years stage management, venue operations, union relations with independent project work experience is highly desired.
• Knowledge of federal employment and budget management desired
• Superior organization and planning skills; ability to prioritize, anticipate and work independently managing multiple simultaneous ongoing initiatives.
• Excellent oral and written communication, and proofreading skills
• Superior interpersonal skills
• Ability to complete complex assignments with minimum supervision
• Ability to create, maintain track and budgets
• Ability to think strategically and negotiate organizational process and procedures
• Ability to interact comfortably and confidently with people of all levels
• High computer literacy especially Microsoft 360 (Teams, SharePoint etc.), and including Excel, Word and Power Point
• Candidate must be local or willing to relocate to the DMV area.