Executive Assistant & Board Liaison

NASHVILLE SYMPHONY ASSOCIATION•Nashville, TN

165d•Onsite

About The Position

The Executive Assistant & Board Liaison provides high-level administrative, clerical, and operational support to the President & CEO, with additional support to the CFO and COO as needed. The position coordinates executive communications, scheduling, Board and committee support, meeting preparation, and confidential administrative functions. It facilitates communication among executive leadership, staff, Board and committee members, external partners, and the public, and supports the Board Chair and Board members with scheduling, meeting coordination, and administrative duties. The role also supports staff and organizational activities, including recruitment coordination, employee engagement events, development events, office supplies and equipment, and expense reporting. The position requires maintaining active Notary Public status for Davidson County, Tennessee, and attending at least two concerts per month. The listed duties are not exhaustive; other work-related duties may be assigned. The position has no supervisory responsibilities.

Requirements

Associate’s degree or equivalent from a two-year or technical school.
At least 5 years of administrative assistant or executive assistant experience.
Ability to work independently and use sound judgment when the President & CEO, CFO, or COO is unavailable.
Strong organizational skills and attention to detail.
Strong writing, editing, proofreading, and communication skills.
Ability to manage confidential information with the highest level of discretion.
Professional attitude and ability to work positively with executives, staff, Board members, volunteers, patrons, and the public.
Ability to read, analyze, and interpret complex documents.
Ability to create routine reports and correspondence and respond effectively to sensitive inquiries or complaints from clients, customers, patrons, and stakeholders.
Strong competency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
Ability and willingness to learn new software applications as required.
Ability to manage multiple priorities in a fast-paced environment.
Strong initiative, problem-solving ability, and follow-through.
Ability to work flexible hours, including some evenings and events as needed.
Ability to sit; use hands to handle or feel objects, tools, or controls; reach with hands and arms; and talk or hear.
Ability to stand and walk frequently and frequently lift and/or move up to 25 pounds.
Vision abilities including close, distance, color, and peripheral vision, depth perception, and ability to adjust focus.

Nice To Haves

Experience supporting senior executives, Boards, or committees.
Knowledge of classical music.

Responsibilities

Represent the President & CEO by answering phones, greeting visitors and VIPs, conducting tours, expediting special requests, and helping resolve routine problems; provide similar support to the CFO and COO as needed.
Receive and process incoming and outgoing mail, email, and deliveries for the President & CEO; research related information, prepare materials for responses, and route items as appropriate.
Compose routine correspondence, take dictation or transcribe correspondence, compile and process documents, prepare meeting agendas and support materials, and create PowerPoint presentations.
Record, transcribe, and distribute minutes for Board and committee meetings.
Schedule appointments, maintain calendars, coordinate meetings, conferences, and social events, and arrange travel for executive team members, consultants, and guests as needed.
Maintain confidential office files and records for the President & CEO, CFO, and COO as needed.
Attend Senior Staff meetings, document action items, and follow up as needed.
Serve as liaison for the Board of Directors and keep Board members updated as needed.
Schedule and maintain annual Board and committee meeting calendars.
Administer the Governance Committee and assist with annual Board recruitment, onboarding of new Board members, and Board member orientations and materials.
Maintain Board and committee rosters and email groups, and update the Board Resource Center website with approved minutes, calendars, rosters, and Board documents.
Serve as a point of contact for the League of American Orchestras and update staff and Board rosters in its database.
Schedule meetings, manage calendars, and provide administrative support to the CFO and COO as needed.
Assist the President & CEO, CFO, and COO with meeting support, correspondence, document preparation, follow-up items, and special projects.
Assist Human Resources with Senior Staff candidate recruitment by scheduling interviews, coordinating travel and hotel arrangements, organizing itineraries, and overseeing recruitment reimbursements as needed.
Maintain office supply inventory and purchase supplies for staff and departments.
Sort daily organizational mail and process daily check reports for the Development Department.
Reconcile business credit card expenses for the President & CEO, CFO, and COO by gathering receipts, documenting business purposes, and submitting expense reports as needed.
Coordinate staff meetings and events, including annual staff and musician events, holiday gatherings, employee engagement activities, and other supplementary events.
Support the Development team with annual fundraising events, dinners, and appreciation events as needed.
Manage operations and supplies for the main copy machines in the Executive offices.
Attend at least two concerts a month and periodically engage with Board members and patrons in Founders Hall.
Serve as Treasurer for the Employee Engagement Council.
Maintain current and active Notary Public status for Davidson County, Tennessee.
Perform other work-related duties as assigned.