Executive Assistant and Board Liaison

The Saint Paul Chamber Orchestra Society•Saint Paul, MN

1d•Hybrid

About The Position

The Saint Paul Chamber Orchestra (SPCO) is seeking a highly organized, proactive, and relationship-oriented Executive Assistant & Board Liaison to provide high-level support to the President & Managing Director and serve as a key partner to the Board of Directors and board committees. This highly visible role sits at the intersection of executive operations, board governance, organizational communication, and stakeholder engagement, helping ensure that the President & Managing Director, board leadership, staff, musicians, donors, volunteers, and community partners are well supported and aligned. The ideal candidate will bring excellent judgment, discretion, attention to detail, and the ability to anticipate needs, manage competing priorities, and build trust across a wide range of constituencies. Because this role supports executive, board, concert, and event activity, it requires a significant in-person presence, including some evenings and weekends, with hybrid work available when responsibilities allow. About The SPCO The Saint Paul Chamber Orchestra (SPCO) is widely regarded as one of the finest chamber orchestras in the world. For more than 65 years, the SPCO has enriched the cultural life of the Twin Cities through extraordinary artistry, innovative programming, and a unique musician-led artistic model. Through concerts across the region, community partnerships, and a commitment to accessibility, the SPCO strives to ensure that great music is available to all. Our musicians, staff, and board share a deep commitment to artistic excellence, collaboration, and service to the community, working together to create an inclusive and creative environment where artistry and people can thrive. Position Summary The Executive Assistant & Board Liaison provides comprehensive administrative, operational, and governance support to the President & Managing Director and the Board of Directors. This position manages executive scheduling, meeting preparation, communications, travel logistics, expense reporting, project tracking, and follow-up on organizational priorities. The role serves as a primary staff liaison to the Board of Directors and assigned committees, coordinating meeting logistics, preparing materials and minutes, maintaining governance records, supporting board onboarding and engagement, and helping ensure timely communication among board leadership, staff, musicians, and other key stakeholders. In support of the SPCO’s musician-led artistic model, this position helps facilitate clear communication, strong relationships, and effective coordination across the organization.

Requirements

Three to five years of progressively responsible administrative, executive support, governance, or related experience
College degree or equivalent combination of education and experience
Exceptional organizational and project management skills
Strong written and verbal communication abilities
Demonstrated ability to manage multiple priorities with accuracy and attention to detail
Ability to exercise sound judgment, discretion, and confidentiality
Proficiency with Microsoft Office Suite and virtual meeting platforms
Ability to work occasional evenings and weekends in support of board meetings, concerts, and organizational events
Must be able to pass a criminal background check.
All applicants must submit a cover letter along with a resume for consideration.

Nice To Haves

Experience supporting executives, boards of directors, or nonprofit governance functions
Experience in arts, culture, nonprofit, higher education, or mission-driven organizations
Familiarity with board management software and governance best practices
Experience coordinating meetings, events, and hospitality functions
Proactive and resourceful, anticipating needs before they arise
Professional, diplomatic, and highly relationship-oriented
Comfortable working with individuals from diverse backgrounds and perspectives
Adaptable and calm in a dynamic environment
Committed to excellence, service, and collaboration
Enthusiastic about the mission of the Saint Paul Chamber Orchestra and the role music plays in community life
Able to work effectively within the SPCO's musician-led artistic model and build strong relationships across staff, musicians, board leadership, and volunteers

Responsibilities

Provide high-level administrative support to the President & Managing Director
Manage a complex and dynamic calendar, scheduling meetings and coordinating priorities
Assist with email management, as directed by the President & Managing Director
Prepare correspondence, presentations, reports, meeting materials, and other executive communications
Coordinate travel arrangements, itineraries, and related logistics
Manage confidential information with discretion and professionalism
Track projects, deadlines, follow-up items, and organizational priorities on behalf of the President & Managing Director
Serve as a key point of contact for internal and external stakeholders
Process, track, and reconcile monthly expense reports
Serve as primary staff liaison to the Board of Directors and assigned board committees
Coordinate logistics for board and committee meetings, including scheduling, meeting notices, agendas, materials and/or presentations, technology, and meeting preparation
Attend all board and committee meetings and prepare official meeting minutes for all board and committee meetings
Maintain governance records, board policies, committee rosters, resolutions, and historical documentation
Track board and committee actions, assignments, and follow-up items to ensure timely completion
Support board recruitment, onboarding, orientation, and continuing education efforts
Assist board leadership and committee chairs with planning, communications, and meeting preparation
Maintain board portals and governance systems to ensure information remains current and accessible. Update the annual Board Directory and other confidential information as requested
Plan and coordinate timely distribution of board and committee materials, support cross-functional preparation for governance meetings, and maintain electronic governance records in accordance with organizational practices
Respond to board member requests and coordinate organizational information or support as appropriate
Coordinate logistics for organizational celebrations, and special events. Support the development and marketing teams with donor events or other patron gatherings
Help ensure a welcoming and professional experience for guests and constituents
Collaborate with development, marketing, artistic, and operations staff on event-related activities
Facilitate communication and coordination among staff, musicians, board members, and volunteers
Assist with special projects and cross-departmental initiatives as assigned
Support organizational planning efforts and administrative processes
Help maintain efficient office systems, procedures, and records
Contribute to a collaborative, service-oriented workplace culture
Manage office supply inventories and administrative support resources
Support vendor relationships and routine office operations

Benefits

Medical and Dental Insurance with generous employer contributions
Employee Assistance Plan
Voluntary Vision Insurance
Company paid Life, AD&D and Long-Term Disability insurance
Voluntary workplace benefits including Short Term Disability, Cancer Care, Hospitalization and Accident insurance plans
Workers Compensation insurance
403(b) Retirement Savings Plan (Traditional and Roth options) with 5.5% match for administrative employees
Generous Paid Time Off (PTO) and Paid Sick time
Free tickets to most SPCO concerts
Hybrid work environment