Executive Assistant and Board Liaison

MN Orchestra•Minneapolis, MN

1d•$90,000 - $95,000•Hybrid

About The Position

The Executive Assistant and Board Liaison provides high-level administrative, strategic, and governance support to the President and CEO and serves as the primary coordinator of the Board of Directors and its committees. This role functions as a trusted partner to the President and CEO in managing executive priorities, communications, schedules, and information flow, while also ensuring that all board-related activities—including meetings, documentation, governance processes, and member communications—are executed with accuracy, professionalism, and discretion. The position regularly handles sensitive and confidential information and interacts with executive leadership, staff, Board members, donors, and community leaders. It requires exemplary judgment, attention to detail, relationship management skills, and the ability to anticipate needs in a dynamic environment.

Requirements

Bachelor’s degree or equivalent combination of training and experience.
10+ years of executive administrative support experience, including support for senior-level leaders.
Experience working with a non-profit Board of Directors and understanding of board governance structures.
Demonstrated experience planning and executing high-level meetings and events.
Ability to manage multiple executives, competing priorities, and complex deadlines.
High degree of discretion, integrity, and judgment in handling confidential and sensitive information.
Exceptional written and verbal communication skills; able to interact professionally across diverse constituencies including Board, staff, musicians, donors, and community leaders.
Strong ability to anticipate needs, solve problems, and make proactive recommendations.
Excellent organizational, analytical, and interpersonal skills.
Ability to work diplomatically with high-level professionals and adapt to unique executive and board dynamics.
Strong conflict resolution and stakeholder management abilities.
Enthusiasm for advancing the mission of the Minnesota Orchestra.
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

Manage CEO’s time, including prioritizing and coordinating calendars, messages, correspondence, and meeting logistics.
Serve as the primary point of contact for the President and CEO, exercising judgment, discretion, and clear communication on sensitive matters.
Attend meetings as requested; take notes, minutes, track action items, and follow up with responsible parties.
Anticipate scheduling dependencies, upcoming priorities, and strategic deadlines.
Prepare and draft correspondence, reports, memos, presentations, and other written and electronic materials.
Assist with email management as directed by President and CEO.
Proactively coordinate and draft meeting agendas and materials, ensuring adequate preparation time.
Arrange and manage all aspects of executive travel.
Maintain accessible and confidential electronic and physical files.
Process, track, and reconcile monthly expense reports.
Manage and track time-off requests for the President and CEO’s direct reports.
Understand organizational strategy and support executive progress toward strategic objectives.
Serve as the primary point of contact for all Board members; coordinate the flow of information between the Board, the President and CEO, executive leadership, staff, and musician committee members.
Schedule full Board meetings and all committee meetings; manage invitations, attendance, and logistics.
Prepare and distribute agendas, minutes, briefing materials, presentations, and other meeting documentation; ensure consistency in formatting and brand standards.
Attend all Board, Board committee meetings, and other Board-related meetings (in-person, hybrid, or virtual), take minutes, and manage logistical execution.
Strategically plan and communicate Board information, ensuring timely circulation of materials and cross-functional alignment.
Maintain and update Board governance documents, charters, and procedural guidelines.
Maintain a master calendar of Board meetings, events, and committee schedules.
Produce and maintain the annual Board Directory and roster, including historical records.
Coordinate annual Board evaluations and demographic surveys; report results as needed.
Plan and execute Board-related events, including meeting space preparation, refreshments, A/V support, and hospitality.
Oversee new Board member orientation and onboarding processes.
Store all Board materials electronically using appropriate record retention, confidentiality, and governance standards.
Serve as liaison to the Development team regarding Board giving and other coordinated needs.
Assist Board and staff with the development of PowerPoint presentations and ensure presentation consistency.
Serve as point of contact for ancillary Board requests including ticketing, tour information, and related needs.