Administrative Manager

The New England Conservatory, an independent not-for-profit institution, is recognized internationally as a leader among music schools, educating and training musicians of all ages from around the world. With music students representing more than 40 countries, NEC cultivates a diverse, dynamic community for students, providing them with performance opportunities and high-caliber training by 225 internationally esteemed artist-teachers and scholars. NEC pushes the boundaries of making and teaching music through college-level musical training in classical, jazz, and Contemporary Improvisation. It offers unique interdisciplinary programs such as Entrepreneurial Musicianship and Community Performances & Partnerships that empower students to create their own musical opportunities. As part of NEC's mission to make lifelong music education available to everyone, the Preparatory School and School of Continuing Education delivers training and performance opportunities for children, pre-college students, and adults

The Administrative Manager will support the daily operations of the Office of Executive Vice President (EVP), the Strategy team, and Board Relations. Reporting to the EVP, this is an on-site position that will provide a complex range of support and assistance in project implementation. This role requires high-level organizational skills, the ability to multitask and problem solve, discretion and confidentiality, excellent judgment, and superb attention to detail. The deadline-based nature of this role requires an individual who will proactively ensure that the priorities of the office are met with a collaborative, thoughtful, and positive approach.

Responsibilities include:

• Provide direct administrative support to the EVP including: proactive calendar management, meeting scheduling and facilitation, budget management and tracking, and travel coordination.

• Support the EVP in administrative donor work, including the timely updating of Raiser’s Edge with meeting notes and the facilitation of gift acknowledgement letters in coordination with Donor Relations.

• Assist the EVP, Strategy, and Board Relations colleagues with the creation of meeting materials (slide decks, etc.) and the planning and set-up of meetings (virtual, in-person and hybrid). This includes managing technology, refreshments, communications, and attendance tracking as needed related to these meetings.

• Monitor and maintain office supply inventory for the EVP, Strategy team, and Board Relations team, ensuring the timely replenishment and purchasing of any necessary materials.

• Closely monitor the office email accounts and respond to email and phone inquiries in a timely manner, fielding requests and questions from a wide variety of internal and external constituents.

• Manage and update website content for all areas managed by the EVP, Strategy, and Board Relations teams as needed.

• Lead in the creation and execution of Board of Trustees, Life Trustees, and President’s Council communications through tasks including, but not limited to: taking minutes at committee and board meetings, invitation production, newsletter creation and distribution, and the preparation and mailing of materials as required for events and meetings.

• Maintain accurate contact information and manage calendar invites, attendance tracking and phone/email follow-up, and meeting logistics (catering, etc.) for the Board of Trustees, Life Trustees, and President’s Council.

• Serve as the liaison between the Strategy and Advancement and Engagement teams, and other departments, by developing and managing systems for document sharing, organization and resources.

• Facilitate and coordinate the acquisition of information and resources from various sources— including Conservatory personnel, third-party contractors, and consultants — to support the efficient and on-time delivery of the Strategy team’s priority objectives.

• Manage Strategy team project plans and associated documents and produce clear communication pieces related to these documents to be shared with the senior team that demonstrate activity, progress, and key decision points.

• Clearly and effectively communicate planning context and related expectations to the Strategy team in a timely fashion.

• Provide back-up as needed to the President’s Office Coordinator.

• Assist with the planning and execution of special events, conferences, and meetings as needed.

• Occasional night and weekend work will be required.

• Other duties as assigned.

Qualifications:

• Bachelor’s Degree required with experience in advancement, higher education, non-profit or arts administration preferred.

• Strong written and verbal communication skills.

• Strong interpersonal and customer service skills

• Ability to manage multiple assignments simultaneously in a well-organized fashion with a strong ability to prioritize.

• Must be able to meet deadlines, adapt to shifting priorities and multi-task accordingly.

• Self-motivated with a proven ability to work independently and as part of a team.

• Ability to handle sensitive and confidential information appropriately and with discretion.

• A professional and personable demeanor under pressure and with high-powered individuals is essential.

• Absolute attention to detail.

• Strong Windows-based computer skills including Word, Excel, PowerPoint, and Outlook. Familiarity with Google Suite a plus.

• Familiarity with MailChimp, Gratavid, and Raisers Edge a plus, or otherwise ability to learn new system.

• Nights, weekends, and some travel will be required.

Benefits:

• Generous paid time off including a combination of vacation, sick, personal, birthday and holidays. Benefits provided on day 1.
• Medical, Dental and Vision Insurance with options for a Health Reimbursement Account, a Health Savings Account and/or Flexible Healthcare and Dependent Care savings account. Additional benefits with health insurance election including virtual primary, medical convenience and behavioral health care, fitness and weight loss reimbursements and discounted bike share memberships
• Retirement plan with a 403b employer contribution of 5% with no vesting period
• Transit Benefits with 50% of approved costs covered up to $130 a month.
• Basic Life/AD&D insurance, Short Term Disability and Long-Term Disability provided at no cost to employee with voluntary insurance offered for employee, spouse and children
• Free participation in NEC classes and ensembles as well as discounted individual lessons
• Employee Assistance Program
• Discounted YMCA membership
• Discounts on NEC cafeteria
• Free NEC concerts and library borrowing privileges

NEC is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity or expression, age, national origin, ancestry, citizenship, disability, or veteran status.

Annual Clery Report

In accordance with the federal Clery and Campus SaVE Acts, New England Conservatory of Music (NEC) commits to providing all current and prospective students and employees with access to the annual Campus Security and Fire Safety Report. This report will provide the reader with a record of statistics regarding crimes that were reported in the NEC community during the previous three years as well as College policies and procedures, in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. This report may be accessed here. A paper copy can be requested by contacting NEC's Director of Public Safety at 290 Huntington Ave, Boston, MA 02115.