Opportunities

POSITION SUMMARY

The Executive Assistant supports the Executive Vice President of Institutional Advancement (EVP) and the President & CEO (CEO), reporting to the Vice President and Head of Trustee Engagement (VP). They will be involved in the daily operations of the Executive and Institutional Advancement (IA) offices and work with constituencies across the organization. This role requires excellent interpersonal skills, project coordination experience, and the ability to work well with a wide variety of people in various settings.

DUTIES AND RESPONSIBILITIES

Manage calendars for EVP and CEO, in coordination with the VP
Prioritize tasks for EVP and CEO, and prepare materials to support daily agendas
Support EVP, CEO, and VP efforts to cultivate and steward relationships with major donors and prospects including scheduling meetings and preparing materials and presentations
Draft correspondence, agendas, acknowledgements, and edit collateral
Coordinate scheduling and preparation for IA departmental meetings, selected staff meetings, and selected external cultivation events
Manage applicable meeting logistics including room reservations and setup, distribution of materials, food setup, and testing of IT equipment; record and draft minutes for select meetings
Support aspects of Board committee work, including Development, Digital Strategy, and Nominating & Governance committees, in coordination with Director of Research and Campaign Stewardship and VP
Maintain supplies of collateral
Field phone calls for EVP and CEO
Book business travel for EVP and CEO
Receive and interact with visitors as needed
Organize EVP and CEO files
Maintain accurate records in donor database
Manage Executive departmental expense budget, report on variances, and assist in the annual forecasting process
As needed, assist in managing IA departmental expense budget and report on variances
Process EVP and CEO expense reports
Attend and assist with selected events and concerts
Monitor office practices and processes for improvement
Contribute to and help to steward NWS’s inclusive and collaborative team culture
Perform other job-related duties as assigned
Qualifications
EDUCATION AND EXPERIENCE

Bachelor’s degree from an accredited college or university and one to three years of experience in an administrative setting; an equivalent combination of education and experience may be considered
Experience working as executive support staff or similar position is desired
KNOWLEDGE, SKILLS AND ABILITIES  

Strong verbal and written communication skills  
High degree of organization and attention to detail  
Ability to interact positively and sensitively with a wide variety of people in various settings; strong team/relationship building skills
Ability to maintain confidentiality and exercise the utmost discretion
Ability to multitask, set priorities, and meet deadlines  
Strong commitment to equity, diversity, and inclusion 
Proficient in Microsoft Office applications; experience with Tessitura and/or ArtsVision is desired  
Knowledge of classical music is a plus
Previous fundraising experience is a plus
Fluency in English is required; fluency in Spanish is a plus 
Excellent independent judgment, ability to problem-solve, work independently, and excel in a high-performance environment
PHYSICAL REQUIREMENTS

Ability to occasionally work a varying schedule, including some nights and weekends
Additional Information
BENEFITS: NWS offers an excellent benefits package to eligible employees including medical, dental, vision, long and short term disability, life and AD&D, 401(k), generous paid time off and comprehensive flexible work arrangements program.

EEO STATEMENT: The New World Symphony is committed to creating a diverse and inclusive environment and is an equal opportunity employer. The New World Symphony prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, veteran status, genetics, disability status or any other characteristic protected by federal, state or local laws. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.