Carmel Christkindlmarkt, Inc. is a 501(c)3 nonprofit organization. The primary mission of the organization is to create and host an authentic, traditional German Christmas festival - the Carmel Christkindlmarkt. The festival has taken place for six years (2017-2023, skipping 2020 due to Covid-19), drawing 400,000+ visitors annually from mid-November through Christmas Eve. In 2019, 2021, 2022, and 2023 the Carmel Christkindlmarkt was voted the #1 Holiday Market in North America according to USAToday’s 10Best Readers’ Choice poll.
The mission of the Carmel Christkindlmarkt is supported by a small team of year-round staff and seasonal staff members. Our organization highly values the ability of our team members to work together, to adapt to changing circumstances, and to cultivate an atmosphere of shared success when engaging with each other, contract vendors, and guests of the Carmel Christkindlmarkt.
Job title: Executive Assistant
Job type: Full-time, W-2
Pay range: $55,000-$70,000
Job description:
The Executive Assistant is responsible for managing the schedule and communication for the Chief Executive Officer of the Carmel Christkindlmarkt. Duties include prioritizing emails, receiving and making phone calls, gathering documents to prepare for meetings, and coordinating travel arrangements.
The Executive Assistant also plays a key role in filtering/prioritizing meeting requests, client/sponsor/vendor visits, and often communicates on behalf of the Chief Executive Officer.
Job duties:
- Provide administrative support to the Chief Executive Officer, such as writing and editing emails, drafting correspondence, and/or preparing communications on the executive’s behalf
- Regularly clean up and organize email inbox of the CEO, highlighting time sensitive matters that require timely attention
- Maintain comprehensive and accurate records on behalf of the CEO
- Perform minor accounting duties such as tracking, uploading, and filing away receipts as well as the reconciliation of expenses
- Organize meetings, including scheduling, sending reminders, and organizing catering when necessary
- Answering/Making phone calls in a polite and professional manner
- Manage the calendar of the CEO, including making appointments and prioritizing the most sensitive matters
- Research and book travel on behalf of CEO, and occasionally other members of the Management Team
- Organize/track contractual priorities, highlighting matters that need to be directly addressed by CEO
- Coordinate employee appreciation initiatives, including tracking staff birthdays, planning staff dinners, team building events, etc.
- Coordinate appreciation initiatives around Vendors, Board, notable City Representatives, and Corporate Sponsors
- Prepare documents and notes for meetings as necessary, including Board Meetings, Team Meetings, important City Meetings, etc.
Qualifications:
- Preferred 2-3 years of C-Suite level administrative experience
- Must be proficient in Google Products and Microsoft Office Suite
- Time management and the ability to anticipate/meet deadlines
- Verbal and written communication skills
- Strong organizational skills with the ability to multitask
- Problem-solving and decision making
- Proactive and able to self-direct
- Strong interpersonal skills
- With the exception of in-person meetings, this position will be remote (except during the Market season with night and weekend hours)
How to apply:
To apply, email your resume and cover letter to staffing@carmelchristkindlmarkt.com, and please include (3) professional references.
