Milwaukee Symphony Orchestra Seeks Executive Assistant & Board Liaison
JOB PURPOSE AND REPORTING STRUCTURE: The Executive Assistant and Board Liaison provides high-level support to the President & CEO and Executive Vice President, performing a wide variety of highly responsible tasks and confidential work including scheduling appointments, handling correspondence, conducting research, preparing reports, coordinating special projects and events, and managing Board of Director relations.
S/he will serve as a critical hub for the organization, promoting effective communication and cooperation between executive leadership, musicians, Board members, the Music Director, and external constituencies. This individual will possess exceptional communication, organization, administrative, and interpersonal skills, as well as the judgment and decorum required to represent the office of the President and CEO. S/he will be a creative problem solver, be detail- oriented, and be able to maintain composure in a fast-paced environment. A passion for the arts is essential.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Manages the President & CEO’s and Executive Vice President’s calendar, helping to optimize their time and energy through careful planning and coordination; schedules meetings, phone calls, patron and donor events, community presentations, travel, and appointments with staff, musicians, Board members, government officials, and community partners; ensures the executive leadership is briefed on appointments and that s/he arrives to them on time
Oversees the creation, production, and distribution of internal and external communications for the executive leadership, including letters, acknowledgements, website articles, blogs, and administrative memos; ensures thank you calls are conducted in a timely manner; prepares meeting agendas, presentations, and reports
Screens phone calls, mail, and electronic messaging, and directs or responds to accordingly; coordinates interview and photography needs of the executive leadership
Staffs the executive leadership at Symphony events and functions; assists in prioritizing who he should greet and ensures that he is able to connect with all identified patrons; manages logistics to maximize effectiveness
Makes travel arrangements for the President and CEO, including transportation, hotel, meetings, and registrations; creates travel itineraries and agendas; compiles post-trip action items and expense reports
Works collaboratively with staff, musicians, and Board members to address opportunities, challenges, or concerns referred to the office of the President and CEO and Executive Vice President; organizes and maintains confidential files and records
Responsible for the creation, distribution and maintenance of Board and committee
meeting schedules and the annual Board handbook; serves as the primary resource for
Directors and staff regarding Board processes and procedures
Prepares and distributes agendas and meeting packets for Board of Director, Executive
Committee, Governance Committee, Finance Committee, and Trustee Committee meetings; takes minutes and identifies any required action items; oversees the record- keeping process for the Board and all Committees; coordinates activities of the Chairman’s Council
Ensures Board of Director communication is professional, timely, and accurate; coordinates and helps to facilitate the execution of individual Board member work plans
SUPERVISORY RESPONSIBILITIES: None
QUALIFICATION REQUIREMENTS: This position requires seven years prior experience (or a combination of education and experience sufficient to successfully perform the essential duties of the job) as an executive level administrative assistant to a Senior Executive with experience in office management and purchasing. Four-year degree desired.
Bachelor’s degree with a minimum three years relevant experience assisting a C Level executive
Self-starter with the ability to work independently, managing multiple projects simultaneously, and within a fast-paced, deadline-oriented work environment
Diplomacy in handling the most sensitive and confidential information
Excellent written and oral communication skills, including the ability to create and edit
Exceptional interpersonal skills and emotional intelligence, with a professional
demeanor to represent the office of the President and CEO to both internal and external
Experience coordinating high profile events and meetings
An extreme attention to detail
Proficiency in Microsoft Office applications (Word, Excel, PowerPoint) and CRM
databases with the ability to become highly functional in Tessitura
Responsible, reliable, able to work some weekends and evenings
Must have a positive attitude, be able to work as part of a high-functioning team,
possess a passion for the performing arts, as well as a strong desire to connect
symphonic music to the community
Contribute to building positive team spirit putting team success above own interests,
build morale and group commitment to goals and objectives, and support other’s efforts
to succeed by fostering a cooperative work environment
Treat people with respect, keep commitments, inspire the trust of others, work ethically
and with integrity, and uphold institutional values
Accept responsibility for ones’ actions, decisions, and results
Show respect and sensitivity for cultural differences and promote a harassment-free environment
Sense of humor
EQUIPMENT REQUIRED: This position is required to use a computer and associated software (principally Microsoft Office), computer printer, calculator, photocopier, fax machine, telephone, voice mail and calculator. Experience with Tessitura, a ticketing & donor software program, preferred.
CONTACTS WITH OTHERS: This position interacts with all levels of the organization including staff and musicians, the public, artists and Board members.
LANGUAGE SKILLS: Excellent verbal and written skills are necessary, including the ability to speak before a group and motivate others.
MATHEMATICAL SKILLS: This position requires basic math skills, including addition, subtraction, multiplication, division, ability to calculate percentage and fractions.
REASONING ABILITY: Able to collect data and information, establish facts and draw valid conclusions.
CERTIFICATES OR LICENSES REQUIRED: None
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee’s encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.
The above is representative of the position; there may be other activities or responsibilities required which are not listed. This does not constitute a contract with any person in any position.
COMPENSATION AND APPLICATION: Salary is commensurate with experience. The Milwaukee Symphony offers a competitive benefits package, which includes medical, disability, life insurance, 403b retirement plan, and paid time off.
To apply, please send a cover letter, salary requirements, resume and references to Susan Loris, Executive Vice President of Institutional Advancement, at email@example.com. Candidates selected for further consideration will be contacted. Position will be opened until filled. No phone calls please.