Executive Assistant & Board Liaison - Columbus Symphony Orchestra

CAPA•Columbus, OH

About The Position

The Columbus Symphony Orchestra (CSO) is seeking an Executive Assistant & Board Liaison to serve as a trusted partner to the CEO. This role is crucial for managing the flow of information, time, and relationships that power the organization. The EA will have direct exposure to senior leadership, the Board of Trustees, major donors, and an ambitious capital campaign. This position requires absolute discretion, sound judgment, and the ability to manage competing priorities with grace. It offers an unparalleled window into nonprofit leadership, fundraising, governance, and organizational strategy, ideal for someone highly organized, proactive, independent yet collaborative, and eager to learn how high-level decisions are made and executed.

Requirements

Ability to maintain strict confidentiality and handle sensitive information with professionalism and discretion.
Attention to accuracy and detail.
Proactive and solutions-oriented mindset.
Sound independent judgment in coordinating executive calendars and screening CEO meeting requests and phone calls.
Strong administrative, scheduling, meeting management, reporting, and organizational skills.
Proven track record of effectively interacting with senior management.
Ability to work strategically across departments.
Ability to establish priorities between multiple projects and daily tasks.
Ability to work independently and proceed with objectives without supervision while also aligning with the CEO.
Strong verbal and written communication skills, including knowledge of business communication like letters, memoranda, minutes, and reports.
Knowledge of office systems, including effective physical and digital record keeping.
Experience with typical office software programs, including Microsoft Office and Adobe Acrobat products, leveraging advanced functionality.
Ability to create engaging, informative, professional presentations of text, data, and images.
3-5 years of experience in an executive assistant role, ideally including board preparation and communication.

Nice To Haves

Bachelor's degree in business, communications, or a related field.
Prior work experience in the arts or a $10m - $25m non-profit organization.

Responsibilities

Manage a complex and dynamic calendar for the CEO, ensuring time is aligned with top priorities and structured for maximum effectiveness.
Build and maintain trusted relationships with administrative assistants of executives for whom scheduling is occurring.
Receive, interact with, and provide hospitality to visitors as needed.
Draft correspondence and materials for meetings, speeches, and conferences.
Act as default note-taker for meetings the CEO attends.
Follow up on CEO's To Do items, ensuring awareness of deadlines and dependencies.
Handle executive travel arrangements for the CEO and other CSO staff or board members upon request.
Prepare the CEO’s expense reports and resolve open items.
Anticipate potential roadblocks in managing the CEO’s calendar and tasks, proactively suggesting resolutions.
Serve as the primary liaison to the board, including the Nominating & Governance and Community Engagement & Belonging committees.
Project manage each board meeting by preparing agendas, packets, materials, and resolutions.
Coordinate timely submission of reports from senior leaders and board committee chairs.
Take minutes at board meetings and provide follow-up as needed.
Develop and maintain fluency in the organization’s bylaws and governance policies.
Maintain accurate and up-to-date board records, including trustee terms, committee lists, and contact information, and track related deadlines.
Provide smooth, professional communication with board members, senior staff, and other stakeholders.
Compile and distribute board communications, including weekly newsletters and invitations.
Oversee the cultivation and onboarding process for prospective and new Trustees.
Provide concierge ticket service to CSO board members and key stakeholders for events.
Help plan and coordinate internal meetings, including Leadership Team, All Staff, and Orchestra gatherings.
Create agendas, presentations, packets, and slide decks for various meetings.
Prepare, transport, and distribute electronic and hard-copy documents for virtual and in-person meetings.
Maintain positive, trusted relationships within the CSO, especially between the CEO and staff, board members, Orchestra Committee, union leaders, and musicians.
Maintain files and records for the Executive department, leadership team, and board.
Assist with the management of the Executive departmental expense budget and participate in the annual forecasting process.
Onboard CSO employees to CSO-specific processes and procedures.
Oversee office equipment, coordinating with IT and vendors for functionality and maintenance.
Identify and communicate needs for collateral supplies for the Executive department.
Maintain inventory of office supplies and materials, ordering proactively.
Submit and track facility maintenance or parking garage-related requests.
Function as backup to the General Manager regarding office safety and fire captain duties.