Executive Assistant to President & CEO

Summary/Objective

Job Description

About the Boston Symphony Orchestra

Founded in 1881, the Boston Symphony Orchestra (BSO) is one of the world's most prestigious cultural institutions, renowned for its performances, educational programs, and outreach initiatives. With a legacy spanning over a century, the key to our success has been our employees. From the musicians onstage to those behind the scenes, the BSO remains committed to bringing world class music and performances to the local and international communities.

About the Role

The BSO seeks a highly skilled and experienced Executive Assistant to provide executive-level support to our President and CEO, contribute to the smooth running of the organization's operations, and help the CEO and Chief of Staff advance the BSO's mission.

Reporting to the Chief of Staff, the Executive Assistant will act as a trusted partner to the President and CEO, as well the Chief of Staff, by ensuring the efficient day-to-day operations of the executive office. The person in the role will have a deep understanding of arts, culture, or classical music organizations, and a demonstrated ability to support C-level executives in complex and multi-faceted environments.

Key Responsibilities

This role requires superior organizational skills, a keen attention to detail, exceptional communication abilities, and the ability to handle confidential information with discretion. The person in the role must be adaptable and able to thrive in a dynamic and evolving environment by maintaining composure under pressure while managing multiple priorities.

Executive Support:

• Provide high-level administrative support to the President and CEO, acting as the primary point of contact between the executive office and internal/external stakeholders.

• Manage an extremely busy and dynamic calendar, including scheduling meetings, coordinating travel, and organizing special events.

• Anticipate needs and proactively ensure the President and CEO is prepared for meetings, presentations, and events, including the preparation of briefing materials and follow-up actions.

• Handle a wide range of administrative tasks, including drafting correspondence, preparing reports, and managing email communications.

Meeting and Event Coordination:

• Complex and proactive calendar management of both professional and personal commitments

• Facilitate board of trustees and senior leadership meetings, including scheduling, preparing agendas, and compiling supporting materials.

• Attend key meetings, take detailed minutes, and track follow-up actions to ensure timely completion.

• Delivering top-tier, comprehensive travel arrangements, ensuring an impeccably seamless and highly personalized experience.

• Assist in coordinating high-profile events, donor engagements, and performances involving the President and CEO.

Communication and Stakeholder Management:

• Act as a liaison between the President and CEO and internal departments, external partners, donors, artists, and other high-profile stakeholders.

• Draft, review, and edit executive communications, ensuring tone, style, and content align with organizational values and goals.

• Maintain positive and productive relationships with the BSO's board members, donors, and other important constituents.

• Diligent and effective gatekeeping, triage, and prioritization via phone, email, etc.

• Develop and maintain strong collaborative relationships with multiple internal and external constituencies

Project Management:

• Lead or support special projects as directed by the President and CEO, often involving sensitive or confidential matters.

• Collaborate with internal departments to ensure the timely execution of projects and initiatives that further the BSO's strategic goals.

• Manage incoming requests for the President and CEO's time, ensuring alignment with organizational priorities.

Office Operations:

• Oversee the administrative functions of the executive office, maintaining accurate records, and ensuring smooth workflow.

• Monitor and reconcile executive office budgets, approve expenses, and manage expense reports.

• Ensure that the executive office maintains the highest level of professionalism, discretion, and efficiency.

• Manage business expenses, ensuring timely and accurate processing after each trip.

Please Note:

This job requires the person in the role to occasionally attend events in the evenings and weekends. The role also requires relocation to the BSO's Tanglewood campus in the Berkshires from July 3 - August 31.

Required Education and Experience

Qualifications

• Minimum of 10 years of experience as an Executive Assistant supporting C-level executives, preferably in the arts, cultural, classical music, or nonprofit sectors.

• Bachelor's degree required, with a preference for candidates with a background in arts administration, music, or a related field.

• Familiarity with the classical music world, arts organizations, or cultural institutions is essential. Passion for the arts is highly valued.

Skills and Competencies:

• Proven ability to manage complex calendars, anticipate executive needs, and handle high-pressure situations with grace.

• Exceptional written and verbal communication skills, with the ability to communicate effectively with a wide range of internal and external stakeholders.

• Strong organizational skills, meticulous attention to detail, and the ability to juggle multiple priorities.

• High level of discretion and professionalism when dealing with confidential or sensitive information.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with project management tools.

• Demonstrated ability to think critically and problem-solve, with a proactive and resourceful approach.

• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.

Personal Attributes:

• A passion for the performing arts and commitment to the mission of the BSO.

• An approachable and collaborative demeanor, with the ability to build relationships across the organization and with external partners.

• A high level of emotional intelligence, with the ability to interact effectively with individuals at all levels of the organization.

• A flexible and adaptable mindset, with the ability to thrive in a dynamic, evolving environment.

Compensation and Benefits:

The BSO offers a competitive salary, commensurate with experience, along with a comprehensive benefits package that includes health insurance, retirement plans, and generous vacation and leave policies.

The BSO is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.