The Executive Assistant and Board Liaison provides high-level support to the President and CEO, performing a wide variety of highly responsible tasks and confidential work including scheduling appointments, handling correspondence, conducting research, preparing reports, coordinating special projects and events, and managing Board of Director relations.
S/he will serve as a critical hub for the organization, promoting effective communication and cooperation between staff, musicians, Board members, the Music Director, and external constituencies. This individual will possess exceptional communication, organization, administrative, and interpersonal skills, as well as the judgment and decorum required to represent the office of the President and CEO. S/he will be a creative problem solver, be detail-oriented, and be able to maintain composure in a fast-paced environment. A passion for and experience in the arts is essential.
Manages the President and CEO’s calendar, helping to optimize his time and energy through careful planning and coordination; schedules meetings, phone calls, patron and donor events, community presentations, travel, and appointments with staff, musicians, Board members, government officials, and community partners; ensures the President and CEO is briefed on appointments and that he arrives to them on time
Oversees the creation, production, and distribution of internal and external communications for the President and CEO, including letters, acknowledgements, website articles, blogs, and administrative memos; ensures thank you calls are conducted in a timely manner; prepares meeting agendas, presentations, and reports
Screens phone calls, mail, and electronic messaging, and directs or responds to accordingly; coordinates interview and photography needs of the President and CEO
Coordinates special projects and events associated with the office of the President and CEO, such as President’s lunches, pre-/post-concert activities, Barbequenity, Holiday party, New Year’s open house, and other initiatives
Staffs the President and CEO at Symphony events and functions; assists in prioritizing who he should greet and ensures that he is able to connect with all identified patrons; manages logistics to maximize his effectiveness
Makes travel arrangements for the President and CEO, including transportation, hotel, meetings, and registrations; creates travel itineraries and agendas; compiles post-trip action items and expense reports
Works collaboratively with staff, musicians, and Board members to address opportunities, challenges, or concerns referred to the office of the President and CEO; organizes and maintains confidential files and records
Responsible for the creation, distribution and maintenance of Board and committee meeting schedules and the annual Board handbook; serves as the primary resource for Directors and staff regarding Board processes and procedures
Prepares and distributes agendas and meeting packets for Board of Director, Executive Committee, and Governance Committee meetings; takes minutes and identifies any required action items; oversees the record-keeping process for the Board and all Committees; coordinates activities of the Honorary Board and Leadership Council
Ensures Board of Director communication is professional, timely, and accurate; coordinates and helps to facilitate the execution of individual Board member work plans
Other duties as requested or assigned
Bachelors degree with a minimum three years relevant experience assisting a C Level executive
Self-starter with the ability to work independently, managing multiple projects simultaneously, and within a fast-paced, deadline-oriented work environment
Diplomacy in handling the most sensitive and confidential information
Excellent written and oral communication skills, including the ability to create and edit documents quickly
Exceptional interpersonal skills and emotional intelligence, with a professional demeanor to represent the office of the President and CEO to both internal and external constituencies
Experience coordinating high profile events and meetings
An extreme attention to detail
Proficiency in Microsoft Office applications and CRM databases with the ability to become highly functional in Tessitura and Financial Edge
Responsible, reliable, able to work some weekends and evenings
Physically able to lift 35lbs, unassisted
Must have a positive attitude, be able to work as part of a high-functioning team, possess a passion for the performing arts, as well as a strong desire to connect symphonic music to the community
Additional Salary Information: Salary is commensurate with experience. The Jacksonville Symphony offers a competitive benefits package, which includes medical, disability, life insurance, 403b retirement plan, 50% parking premium, and Paid Time Off starting at 15 days/annually.
About Jacksonville Symphony Association
Under the leadership of President and CEO Robert Massey and Music Director Courtney Lewis, the Jacksonville Symphony is among the nation’s most innovative orchestras and is a cultural beacon in a vibrant and growing northeast Florida. With an annual operating budget of $10.5 million, the Symphony performs more than 300 concerts per year to 250,000 people throughout the First Coast. In 2017, the Jacksonville Symphony ratified a five-year collective bargaining agreement, eight months prior to the expiration of the existing agreement. Among many exciting artistic projects and community relationships, the 2018-19 season brings a new partnership with Jacksonville’s NFL team, the Jaguars, which includes multiple performances in the Jaguars’ newly built 5,500-seat amphitheater. Courtney Lewis continues to bring forward looking artistic leadership to the Jacksonville Symphony, with provocative programming and major artistic initiatives including fully staged opera.