Executive Assistant

Reports to: Executive Director

POSITION OVERVIEW

Craft Lake City is seeking an experienced and highly organized Executive Assistant to provide high-level administrative and operational support to the Executive Director. This role is central to keeping leadership aligned and the organization moving forward — managing the ED's schedule, calendar, communications, social media, personal and professional priorities, sponsorship solicitation/support, programming support while serving as a key liaison between the Executive Director and staff, partners, board members, sponsors and community stakeholders.

The ideal candidate is a proactive problem-solver with exceptional organizational skills, strong written and verbal communication, multi-tasker, project management skills, and the discretion to handle sensitive information with professionalism. A passion for Utah's creative community and an understanding of nonprofit operations is a plus.

This is a full-time, contract position with a weekly commitment of 40 hours, beginning immediately upon hiring. Hours increase in the lead-up to major events including the Annual DIY Festival and Annual Holiday Market. This position requires in-office availability with flexibility to complete tasks outside of typical office hours when needed. Must be adaptable in stressful situations. Supports the Executive Director in maintaining high standards and strong work ethic.

KEY RESPONSIBILITIES

Executive Calendar Support

• Manage the Executive Director's daily schedule, updating the calendar daily and coordinating all internal and external meetings with accuracy foresight and over-communication
• Coordinate team meetings across the organization — ensuring all meetings have prepared agendas, are properly scheduled, and that attendees have what they need in advance
• Maintain recurring calendar rhythms and ensure the ED's time is protected and allocated strategically
• Continuously assess tasks and priorities to align with the ED's strategic goals and ensure efficient use of her time
• Anticipate and address potential scheduling conflicts or operational issues before they reach the ED
• Run errands and handle occasional personal tasks for the Executive Director as needed, including driving the ED's vehicle

Personal Brand Management

• Manage the Executive Director's personal brand presence across all platforms, ensuring consistency, professionalism, and alignment with her voice and values
• Proactively book and coordinate speaking and media opportunities including podcast appearances, panel discussions, radio interviews, and other public engagements
• Manage all of the ED's personal/professional social media profiles — creating and scheduling posts, responding to messages, and maintaining an active and on-brand presence
• Collaborate with the ED to develop content ideas and a consistent posting cadence that reflects her thought leadership and community presence

Communications Management

• Manage the ED's inboxes — filtering, prioritizing, and organizing incoming communications so the ED focuses on only the most critical items
• Draft and send professional correspondence on behalf of the Executive Director, including thank-you notes, sponsorship outreach emails, and partner communications
• Act as a central liaison between the Executive Director and staff, partners, board members, vendors, sponsors and community stakeholders, ensuring smooth and timely communication flow
• Maintain consistent organization across all communication platforms and correspondence

Financial & Administrative Support

• Perform basic bookkeeping tasks including recording and tracking financial expenses
• Maintain organized records, files, and Google Drive systems — ensuring the ED's Drive stays clean, current, and accessible
• Conduct organizational data research and compile information as needed

Board & Committee Support

• Prepare agendas, presentation materials, and supporting documents for board meetings and committee sessions
• Coordinate with staff members to gather content for and prepare presentations, ensuring materials are complete and delivered on time
• Attend Craft Lake City board meetings (held six times per year) and provide on-site support as needed
• Support board communications, leadership transitions, and organizational planning processes
• Organize meeting logistics including name tags, supplies, technology setup, and printed materials
• Manage the onboarding of new board members, including orientation materials, introductions, and system access
• Track and manage board dues, sending reminders and maintaining accurate records of contributions

Sponsorship & Development Support

• Support sponsor outreach efforts and pitching sponsorship opportunities to companies for Craft Lake City events on behalf of Executive Director
• Assist with sponsorship proposal creation and tracking on behalf of the Executive Director
• Support scholarship program communications and targeted outreach as directed

Project & Operations Support

• Stay informed about key organizational projects and deadlines to advise and update the Executive Director as needed
• Manage several ongoing annual projects including sponsorship outreach, advisory and executive board meeting logistics, and special event coordination such as launches and media collaborations
• Lead the coordination of quarterly staff reviews — managing sensitive performance information with discretion, preparing review documents, and sending invitations and reminders to ensure the process runs smoothly
• Train staff on internal systems and help streamline workflows across the team
• Serve as the key point person for video interns, coordinating assignments, schedules, and day-to-day support
• Provide structure and proactive support ad needed
• Attend and support all Craft Lake City events including the DIY Festival, Holiday Market, LetterWest, and other organizational events throughout the year
• Serve as lead for event beverages and entertainment at Craft Lake City events

QUALIFICATIONS

• Exceptional organizational skills, accountability and self-discipline
• Strong written and verbal communication skills with a professional and polished tone
• Ability to manage multiple tasks, projects, and deadlines simultaneously
• High level of discretion and confidentiality in handling sensitive information
• Ability to perform under pressure and adapt to a fast-paced nonprofit environment
• Proactive problem-solver who anticipates needs and acts before issues escalate
• Passionate about Utah's creative community and aligned with Craft Lake City's mission
• Proficient with Google Drive, Docs, Sheets, Calendar, and related tool
• Knowledgeable with AI platforms
• Experience with basic bookkeeping or invoicing a plus
• Comfortable with technology and eager to learn new organizational systems and Ai-assistance tools for administrative purposes
• Team-oriented with the ability to bring ideas to the table constructively and receive feedback gracefully

REQUIREMENTS

• Must be able to work in-office 40 hours per week, with flexibility to complete tasks outside of typical office hours when needed
• Must attend all required meetings and trainings
• Must be a self-starter who can be counted on to complete tasks from beginning to end
• Must have a personal laptop and cell phone
• Must have reliable personal transportation and willingness to use it for work-related tasks

Pay: From $18.00 per hour

Work Location: In person