Executive Assistant Board Liaison - Columbus Symphony Orchestra

divh2Executive Assistant

Board Liaison/h2pThe Columbus Symphony has served as central Ohios flagship music organization since 1951. Our musicians, conductors, chorus, and world-renowned guest artists enrich the central Ohio community through extraordinary talent, passion, dedication, and the highest standards of musicianship. Guided by the artistic vision of Music Director Rossen Milanov, the Columbus Symphony offers four programming brands

Masterworks, Pops, Picnic with the Pops, and Education/Community Engagement. This segmented approach, innovative within the American orchestra industry, is helping the Columbus Symphony to reach new, younger, and more diverse audiences./ppThis is a unique opportunity to work side-by-side with the CEO of a dynamic arts organization at a pivotal moment of growth. As Executive Assistant

Board Liaison (EA), you will serve as a trusted partner to the CEO, helping to manage the flow of information, time, and relationships that power the organization. You will have direct exposure to senior leadership, the Board of Trustees, major donors, and an ambitious capital campaign. As such, you will always exercise discretion and, often, independent judgment on matters of significance. This role offers an unparalleled window into nonprofit leadership, fundraising, governance, and organizational strategy. It is ideal for someone who is highly organized, proactive, independent yet collaborative, and eager to learn how high-level decisions are made and executed./ppExecutive Support

Time Management/pulliManages a complex and dynamic calendar, ensuring the CEOs time is aligned with top priorities, balanced between internal and external needs, and structured to maximize effectiveness, focus and energy./liliBuilds and maintains trusted, positive relationships with the administrative assistants of the executives for whom scheduling is occurring./liliReceives, interacts with, and provides hospitality to visitors as needed./liliDrafts correspondence and materials for meetings, speeches, conferences, etc./liliActs as default note taker for meetings the CEO attends unless specified otherwise./liliFollows up on CEOs To Do items; makes sure the CEO is aware of deadlines, dependencies, etc./liliHandles executive travel arrangements, including arrangements for other CSO staff or board members upon request from the CEO./liliPrepares the CEOs expense reports, makes timely submissions, and resolves open items./liliAnticipates potential roadblocks to the successful management of the CEOs calendar and To Dos and proactively brings these items and suggestions for resolution to the CEO./li/ulpBoard

Governance Support/pulliServes as primary liaison to the board, including the Nominating

Governance and Community Engagement

Belonging committees of the board./liliProject manages each board meeting by preparing board meeting agendas, packets, materials and resolutions, coordinating timely submission of reports by senior leaders and board committee chairs, taking minutes at board meetings, and providing follow up as needed./liliDevelops and maintains deep fluency in the organizations bylaws and governance policies,/liliMaintains accurate and up-to-date board records including trustee terms, committee lists and board contact information, and tracks related deadlines./liliProvides smooth, professional communication with board members and their staff, senior staff, and other appropriate stakeholders./liliCompiles and distributes board communications including the weekly newsletter, invitations, and other updates or requests at the direction of the CEO./liliOversees the cultivation and onboarding process for prospective and new Trustees, working closely with the CEO and Chair of the Nominating

Governance Committee./liliUnder the direction of the President and CEO, provides concierge ticket service to CSO board members and key stakeholders for events in Columbus and travel-related events./li/ulpOrganizational Planning and Presentations/pulliHelps plan and coordinate internal meetings, including Leadership Team, All Staff and Orchestra gatherings, making room reservations, coordinating catering, testing IT equipment, etc./liliCreates agendas, presentations, packets and slide decks; prepares, transports, and distributes electronic and hard-copy documents for a wide variety of public and private meeting environments, both virtual and in-person./liliMaintains positive, trusted relationships for the CSO, especially between CEO and the Staff, board members, Orchestra Committee, union leaders, and all musicians./liliMaintains files and records for the Executive department, leadership team, and board including the Strategic Plan, Operational Plan, and To Dos/Issue Logs./li/ulpOffice Management/pulliAssists with the management of the Executive departmental expense budget, reports on variances, and assists in the annual forecasting process./liliOnboards CSO employees to CSO-specific processes and procedures./liliOversees office equipment including copiers and printers, coordinating with CAPA IT and vendors to ensure functionality and timely maintenance./liliIdentifies and communicates needs for collateral supplies needed by the Executive department including branded folders, letterhead, notecards, envelopes, etc./liliMaintains office supplies and materials inventory, including proactive ordering./liliSubmits and tracks facility maintenance or parking garage-related requests in the absence of the General Manager, ensuring timely resolution of issues./liliFunctions as backup to the General Manager regarding office safety and fire captain duties./li/ulpOther Duties/pulliThis job description is not designed to cover or contain an exhaustive listing of duties, responsibilities, and key performance objectives that are expected of the employee. Further, job-related duties, responsibilities, and key performance objectives may change, or new ones may be assigned, from time to time./li/ulpKnowledge, Skills and Abilities/pulliAbility to maintain strict confidentiality and handle sensitive information with professionalism and discretion is critical./liliAttention to accuracy and detail is critical./liliProactive and solutions oriented./liliSound independent judgment in coordinating executive calendars and screening CEO meeting requests and phone calls./liliStrong administrative, scheduling, meeting management, reporting, and organizational skills are critical./liliProven track record of effectively interacting with senior management and ability to work strategically across departments./liliAbility to establish priorities between multiple projects and daily tasks, work independently, and proceed with objectives without supervision while also aligning with the CEO./liliStrong verbal and written communication skills including knowledge of business communication like letters, memoranda, minutes, and reports./liliKnowledge of office systems including effective physical and digital record keeping./liliExperience with typical office software programs including Microsoft Office and Adobe Acrobat products, leveraging advanced functionality./liliAbility to create engaging, informative, professional presentations of text, data, and images./li/ulpCredentials and Experience/pulliBachelors degree in business, communications, or a related field is preferred but not required./liliTypically, 3-5 years of experience in an executive assistant role, ideally including board preparation and communication, are needed to have sufficient experience and judgement to perform this role of this size and complexity. Prior work experience in the arts or a $10m - $25m non-profit organization preferred./liliThe base salary for this exempt position is $65,000 - $70,000./li/ulpSpecial Requirements/pulliAbility to work a flexible schedule to accommodate the needs of the organization, including occasional nights and weekends, especially during CSO events or in support of the CEOs work-related priorities and schedule such as before or after business hours, external meetings, travel, or time-sensitive duties such as mailings, holiday and other special event gift deliveries, etc./liliAbility for CEO, Senior Staff, and Board of Trustees to make contact on urgent matters outside of office hours is required./li/ulpCSOs EEO Statement/ppThe Columbus Symphony Orchestra (CSO) is an Equal Opportunity Employer. CSO does not discriminate in its employment decisions on the basis of race, religion, color, national origin, sex, pregnancy, lactation status, gender identity or expression, sexual orientation, age, disability, veteran or military status, genetic information, or any other protected status./p/div