The Assistant to the Chief Operating Officer (COO) reports to the COO and performs a wide variety of comprehensive administrative duties. This position requires someone who is able to work independently, is a self-starter, and able to thrive in a fast paced environment. The ideal individual must have a high degree of discretion, integrity, poise and tact, the ability to multi-task, and work professionally and cooperatively with management, staff, donors, and board members.
This position requires the ability to resolve complex and confidential administrative issues in addition to completing routine administrative functions effectively and efficiently. Excellent time management skills and advanced Microsoft Office skills are required.
- Provide administrative support to the COO, including but not limited to, the scheduling of meetings, drafting correspondence, expense reports management, invitation responses and travel coordination.
- Surface critical issues where COO can have impact and propose solutions
- Manage Outlook calendar and contacts for COO
- Coordinate orchestra, committee and other key stakeholder meetings in terms of logistics, material preparation, guest invitations, and taking minutes when appropriate
- Communicate directly on behalf of the COO with staff, orchestra members, donors and other key stakeholders
- Coordinate schedule and develop agendas for biweekly management team meetings
- Develop PowerPoint presentations for various stakeholder meetings to include the full orchestra, board, select committees, and staff
- Develop committee meeting agendas, and prepare supplementary materials
- Compose meeting minutes for committees as assigned
- Compile and organize board orientation and handbook materials
- Organize room reservations in Music Hall and take RSVPs for meetings; order food/drink accordingly
- Support and actively participate in Diversity, Equity and Inclusion (DE&I) efforts as outlined in the CSO’s strategic plan.
- Performs other duties as assigned.
- 3-5 years experience working in an Administrative role with a proven track record of results
- Excellent project manager with superb time management skills
- Must have initiative and intuitive decision making skills including the ability to make judgment calls to determine the correct action or approach in non-routine assignments and projects
- Advanced level skills in Microsoft Office Suite (Outlook, Zoom, Microsoft Teams, Word, Excel, PowerPoint, Adobe) required
- Strong written and oral communication skills and proofreading skills; Ability to communicate effectively and in a timely way with external and internal constituencies
- Knowledge of and/or passion for the arts, specifically music
- Ability to perform nights and weekend hours as needed.
Annual Wage Range: $60,000 - $65,000
The CSO offers generous benefits including; medical, dental, long term disability, life insurance, health savings account contribution, 403(b) participation with employer contribution, up to 12 weeks paid parental leave, flex time and the opportunity to work for an artistically thriving and financially stable nonprofit organization.