Administrative Assistant

MN Orchestra•Minneapolis, MN

18h•$70,000 - $75,000•Hybrid

About The Position

The Administrative Assistant provides high-quality administrative and operational support primarily to the Chief Financial Officer and additionally supports the Vice President of People & Culture, Vice President of Artistic Planning, and Vice President of Orchestra and Production. This role exercises independent judgment and discretion while ensuring smooth day-to-day coordination of calendars, meetings, communications, and administrative processes. The Administrative Assistant will regularly handle confidential and sensitive information and is expected to exercise sound judgment, discretion, and professionalism. This position works collaboratively across departments and serves as a key administrative partner within the Finance team and broader executive leadership group.

Requirements

Associate’s or Bachelor’s degree in a relevant field, or equivalent experience
4–7 years of administrative support experience, preferably supporting senior leaders
Strong organizational skills and attention to detail
Ability to manage confidential information with discretion
Proficiency in Microsoft Office Suite, particularly Outlook, Word, Excel, and PowerPoint
Strong interpersonal and communication skills
Ability to manage multiple priorities and work collaboratively
Advanced proficiency in Microsoft Office Suite, especially Outlook, Word, PowerPoint.
Advanced proficiency in SharePoint and Concur.
Advanced knowledge of web-based conferencing platforms (e.g., Teams, Zoom).

Responsibilities

Provide primary administrative support to the Chief Financial Officer, including calendar management, meeting coordination, and correspondence.
Provide secondary calendar, administrative, and meeting support to the Vice President of People & Culture, Vice President of Artistic Planning, and Vice President of Orchestra and Production.
Coordinate internal and external meetings, including scheduling, room reservations, ordering food, agendas, managing RSVPs, and preparation of electronic and physical materials.
Draft, format, and distribute correspondence, emails, presentation slides, and reports.
Track action items and follow-ups resulting from meetings.
Manage large volume of emails and serve as email proxy as directed.
Handle sensitive financial and personnel information with discretion.
Assist with expense tracking, coding, and reconciliation.
Maintain organized electronic and physical files.
Support travel arrangements and other administrative tasks as needed.