Executive Assistant to President & CEO/Office & Board Relations Manager


Led by Music Director Thomas Dausgaard, the Seattle Symphony unleashes the power of music, brings people together and lifts the human spirit. Recognized as one of the “most vital American orchestras” (NPR), the Seattle Symphony is internationally acclaimed for its inventive programming, community-minded initiatives and superb recordings on the Seattle Symphony Media label. With a strong commitment to new music and a legacy of over 150 recordings, the orchestra has garnered five Grammy Awards, 26 Grammy nominations, two Emmy Awards and was named Gramophone’s 2018 Orchestra of the Year. The Symphony performs in Benaroya Hall in the heart of downtown Seattle from September through July, reaching over 500,000 people annually through live performances and radio broadcasts.

Position Overview:

The Executive Assistant reports directly to the President & CEO, provides executive support and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the President & CEO. The Executive Assistant also serves as a liaison to the senior management team; organizes and coordinates executive outreach and external relations efforts; serves as liaison and administrator for the Board of Directors and select Board Committees; and oversees special projects.

This fast-paced position will require someone adept at managing multiple work streams simultaneously and who is able to anticipate the needs of the President & CEO and respond independent of direction. This position requires both attention to detail and flexibility.

Qualifications:

  • BA/BS degree preferred
  • Experience supporting a C-suite executive
  • Fluency in Microsoft Office applications (Word, Excel, Outlook and PowerPoint) and comfort with working in multiple messaging and data platforms
  • Outstanding problem-solving skills, with the ability to manage simultaneous projects, priorities and deadlines
  • Fastidious attention to detail
  • Ability to exercise good judgment in a variety of situations
  • Strong oral and written communication skills
  • Ability to work with minimal direction and show initiative
  • Discretion of the highest order; ability to maintain confidentiality
  • Strong customer service ethic
  • Demonstrated history of meeting deadlines
  • Confident and professional demeanor, and a sense of humor

Essential Job Functions:

As the Executive Assistant to the President & CEO

  • Appropriately represent the President & CEO to all constituents by welcoming visitors, reviewing correspondence and drafting replies; arranging company dinners and other functions; answering questions and meeting requests from staff and external constituencies
  • Serve as gate-keeper and time keeper
  • Act as a liaison with senior management and staff to facilitate institutional projects, functions and initiatives
  • Coordinate organization-wide meetings both on-site and off-site, including the preparation and planning of logistics, materials and catering
  • Schedule appointments, conference calls and videoconferences
  • Arrange domestic and foreign travel
  • Prepare and reconcile expense reimbursements
  • Manage the executive office budget line, including budget planning and reforecasting
  • Assist in the preparation and planning of logistics and materials for meetings and special events
  • Monitor and triage emails and other internal and external communications
  • Coordinate, execute and/or deliver a variety of special projects and other administrative duties as directed by the President & CEO

As the Board Relations Manager

  • Schedule and execute board and committee meetings including logistics, materials, and communication related to each
  • Attend and record minutes for designated boards and committees
  • Database management of board software

As Office Manager

  • Supervise Office Assistant
  • In collaboration with the staff meeting planning group, organize and schedule All Staff meetings and other internal events
  • Manage office moves and maintain seating charts
  • Update Administrative Staff Flow chart as needed
  • Coordinate with and support HR and IT on other office issues as needed
  • Other responsibilities as assigned

TO APPLY:

Please submit a cover letter and resume to jobs@seattlesymphony.org
Deadline for applications: October 4, 2019

The Seattle Symphony values diversity and inclusiveness in the workplace. Individuals who bring diverse backgrounds and perspectives are encouraged to apply. It is our policy to provide equal employment opportunity (EOE) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Seattle Symphony will provide reasonable accommodations for qualified individuals with disabilities.

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Executive Assistant to President & CEO/Office & Board Relations Manager