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Executive Assistant to the CEO

3 months ago

Boston, United States Handel and Haydn Society Full time
Job DescriptionJob Description

Handel and Haydn Society | Executive Assistant to the Chief Executive Officer

Reports to: President/CEO

Description:

The Executive Assistant to the Chief Executive Officer (EA to CEO) is a key member of the executive office, providing support to the President and CEO. The EA to CEO manages calendars and assists with communications with the staff, Board, donors, patrons, and other important internal and external constituencies. The EA serves as a liaison between departments to accomplish any task or duties assigned by the President/CEO.

The EA to CEO plays a key role in ensuring a smooth implementation of major gifts, planned giving and comprehensive campaign activities. The EA to CEO will also provide support to the Development department, as they work with the President/CEO and Board. This position offers opportunities for mentoring and growth.

Primary Duties and Responsibilities:

  • Provide support to the President/CEO in a variety of capacities including meeting/call coordination, travel arrangements, invoice and expense reporting, and assist with completion of specially assigned projects
  • Assist the President/CEO in providing effective, high-quality relationships with the Board, staff, donors, ticket buyers, musicians, and other constituencies.
  • Manage correspondence to donors as managed by the President and CEO; timely preparation of proposals and other materials as required. Schedule meetings and maintain calendars.
  • Provide briefings for meetings with major gifts prospects are scheduled.
  • Maintain donor and board relationship management in Tessitura database for overall tracking of major gift and campaign prospects, providing reports and internal tracking documents, and assisting with data entry as needed.
  • Prepare correspondence that conforms to the style and voice of the sender for use by the President/CEO, VPD, and major gifts staff for a variety of purposes including, invitations, and high-level follow up from events.
  • Conduct prospect research as directed, utilizing cultivation history in database and iWave - donor research tool - and assist with prospect and donor screening.
  • Utilize Tessitura analytics to pull overdue plan steps for portfolio managers and arrange meetings.
  • Collaborate with Development Coordinator to support the pledge tracking and acknowledgement letter process for donors and Board.
  • Prepare materials, handouts, and packets for donor solicitation and stewardship meetings, and monitors supply of major gifts materials.
  • Prepare prospect lists for periodic screening/review for internal campaign meetings with staff as well as meetings with volunteers.
  • Collaborate and coordinate with development team to track/reconcile/update campaign prospect notes, statuses, and giving data.
  • Coordinating with the Development Events and Operations Manager, help plan, prepare for, execute, and attend major gifts, planned giving, and campaign-focused events.
  • Other duties as assigned.

Qualifications:

  • Bachelor's degree and 3-5 years of related professional experience.
  • Strong interpersonal and communication skills.
  • Strong research, organizational, problem solving, and time management skills.
  • Ability to work independently within a fast paced and deadline driven environment.
  • Ability to exercise appropriate level of professionalism and discretion when dealing with information of a highly confidential nature.
  • Familiarity with Microsoft Office, Google Workspace, platform, Zoom, and Tessitura preferred.
  • Position requires regular office hours (Mon-Fri, 9-5) as well as some evening and weekend meetings and events.
  • Position is expected to support front of house activities at all H+H subscription concerts.

H+H respects every individual's unique journey through life and will welcome personal statements which can deepen our understanding of any candidate's qualifying experiences. An equivalent combination of education and/or experience may satisfy these minimum qualifications. We appreciate all interest in this opportunity and look forward to responding to candidates whose experience most closely aligns with this position description.

The Handel and Haydn Society is an equal opportunity employer and is committed to diversity in the workplace by maintaining a staff that represents the traditions and voices of contemporary Boston.



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