Executive Assistant to the President & CEO

  • Administrative

EXECUTIVE ASSISTANT TO THE PRESIDENT & CEO AND MUSIC DIRECTOR
Full-time / Exempt


GENERAL SUMMARY

This position serves as confidential executive assistant to the President & CEO and the Music Director; receives telephone calls and visitors and maintains the President & CEO’s and Music Director’s calendars and schedules of appointments; relieves the Board President of administrative and clerical details and prepares correspondence and memoranda; and performs a variety of other clerical duties. Responsibilities include typing confidential correspondence, evaluations, and reports.

 

PRINCIPAL DUTIES & RESPONSIBILITIES
 

Executive Assistant to the President and CEO

  • Facilitates information flow and processing within and outside the organization by gathering, interpreting, organizing and presenting information to and from all levels of staff, volunteers, vendors, musicians, guest artists, community leaders, board officers, and representatives of other arts organizations. Effectively transmits both verbal and written forms of information.
  • Compose routine correspondence. Format, type, and edit correspondence and reports from handwritten drafts or dictation. Transcribe, type, and edit confidential administrator evaluations. Ensure strict confidentiality of materials at all times.
  • Arranges and confirms meetings, appointments, maintains calendars, arranges airline and hotel reservations, and prepares travel itineraries for President & CEO.
  • Screen incoming correspondence, reports, and instructions, etc.; drafts reply to general inquiries not requiring a technical knowledge of the program or programs in question.
  • Maintain departmental files; research files as necessary to provide information. Ensure confidentiality of materials as required.
  • Investigates and interprets information pertaining to special projects as assigned by the President & CEO. Provides studies and reports of research results to the President & CEO and appropriate staff.
  • Surveys and maintains reference files or reading materials such as brochures and periodicals to expedite the President & CEO reading time.

 

Assistant Secretary to the Board

  • Maintain a highly responsive relationship to the needs and requests of the Board of Directors.
  • Acts as assistant secretary to the board of directors.  Responsible for set up of board and committee meetings, preparation of official notices, minutes, agendas, and related materials.  Organizes Annual Meeting of the Philharmonic and board orientation.  Maintains legal files of minutes and bylaws.  Maintains Board, Honorary Board, Laureate Club, and committee lists.
  • Type, update as required, and distribute board policies, administrative procedures, and forms. Keep permanent, safe storage of hard copy of all board policies, administrative procedures, and forms.
     

Office Manager

  • Maintain accurate building and organizational calendar online.
  • Assist in maintaining an accurate organizational database.
  • Maintain and order office supplies.
  • Issue necessary building maintenance/telephone/key requests with PFW.
  • Issue necessary copier maintenance requests with ABM.
  • Answer and route incoming calls to proper personnel, including Box Office.
  • Route all incoming mail and packages and prepare and schedule pick up of packages.
  • Maintain a log of all incoming checks and route checks to the appropriate person.

Other Duties

  • Responsible for set up of staff and department head meetings, preparation of reminders, agendas, and related materials.
  • Assists other departments with special projects as President & CEO determines necessary.
  • Assists with entertaining arrangements as needed for pre-and post-concert activities and patron and board activities.
  • Serve as Patron Relations Host(ess) at assigned concerts.
  • Additional related duties as assigned by the President & CEO.


REPORTING RELATIONSHIPS

  • Reports to the President and CEO.

 

KNOWLEDGE, SKILLS, AND EXPERIENCE REQUIRED

  • Associate’s degree in Business or Business Management (Bachelor’s degree preferred).
  • Successful experience as an Assistant for one to three years preferred.
  • Demonstrated strong verbal and written communication skills.
  • Demonstrated ability to manage and complete multiple tasks accurately and quickly.
  • Demonstrated strong attention to detail.
  • Demonstrated ability to learn new tasks quickly and apply new skills to diverse tasks.
  • Demonstrated strong deductive reasoning and analytical skills.
  • Complete dependability in maintaining the confidential nature of the position.
  • Excellent skills in secretarial practices and procedures.
  • Correct use of English, grammar, and spelling in written and oral communication.
  • Keyboarding skill at 65 wpm.
  • Intermediate or advanced skills in Microsoft Word, Excel, Outlook, Internet Explorer.
  • Compose correspondence.
  • Set up and maintain accurate filing systems.
  • Attend to detail and follow tasks through to completion.
  • Organize and set priorities.
  • Work independently with minimal supervision.
  • Maintain strict confidentiality.
  • Establish and maintain effective working relationships with the Board, staff and musicians, and the public.

 

COMPENSATION:

Commensurate with experience. Benefits include health and dental insurance, employee opt in to 403(b) plan, paid vacation, holiday, and sick leave.



FORT WAYNE PHILHARMONIC:

Now in its 81st season, the Fort Wayne Philharmonic is one of the most exciting performing arts organizations in Indiana. The Philharmonic’s mission is to inspire and foster a lifelong love of classical music through performance and education. Led by Music Director Andrew Constantine, the Philharmonic performances reach more than 200,000 people every season at the majestic Embassy Theatre, the Auer Concert Hall, and at various venues throughout the community, including schools, nursing homes, community centers, and churches. The Fort Wayne Philharmonic is truly an orchestra of the future, with bold plans to reach deeply into the fabric of the community with exciting, entertaining and meaningful offerings. The Philharmonic reaches more than 39,000 young people and families through its extensive education and community engagement programs, including Ensembles in the Schools, Young People’s Concerts, and Club Orchestra - a novel El Sistema modeled collaborative program with 3 Fort Wayne Community Schools - inspiring and motivating young citizens of the future. Regional touring, donor cultivation, and board activities round out a busy performance schedule for the orchestra.


APPLICATION DEADLINE:
Open until filled.


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