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Executive Assistant to Senior Management

4 months ago

Atlanta, United States The Woodruff Arts Center Full time
Woodruff Arts Center employees play an integral role in creating and supporting great art and education initiatives at the nation's third largest arts center. Comprised of three Art Partners-Alliance Theatre, Atlanta Symphony Orchestra and High Museum of Art-there's a role for everyone at The Woodruff.

Reports to:
Executive Management Fellow
FLSA:
United States of America (Exempt)
Employment Status:
Regular/Full time
A critical member of the Atlanta Symphony Orchestra's senior management team, the Executive Assistant works in support of the EVP & CFO, VP of Finance, VP of Artistic Planning, VP & General Manager, VP of Marketing & Communications, Vice President of Revenue Management, VP of Atlanta Symphony Hall LIVE, Senior Director of Education, and Director of Diversity, Equity, and Inclusion. The Executive Assistant will support the Senior Management team by creating and communicating agendas, maintaining schedules, taking minutes and notes, managing expenses, and coordinating presentations for board, orchestra, and staff meetings, as well as other assignments to support the overall functioning of the executive office. This person will work across the organization to create a detailed calendar of deliverables and deadlines and will help ensure all deadlines are met and all deliverables are of the highest quality.

Specific Conditions of Work:

The Executive Assistant is a full-time, exempt position that requires frequent interaction with staff, musicians, donors, patrons, and other stakeholders. While changing conditions may alter the amount of time spent on any area, the time spent on the position responsibilities can be expected to be as follows:

Senior Management team administrative support - 70%

General office management - 20%

Executive Director and Board of Directors support - 10%

Essential Duties and Responsibilities:
  • Schedule meetings, create agendas, and take notes for recurring cross-departmental meetings.
  • Take and distribute meeting minutes and notes for select staff, orchestra, and board meetings.
  • Maintain RSVP for select board committees and place meeting reminder calls and emails.
  • Anticipate needs and ensure execution of deliverables for individual senior team members on ongoing projects.
  • Schedule 1:1 meetings between Executive Director and senior team members.
  • Schedule meetings with internal and external parties for individual senior team members.
  • Maintain holiday, vacation, and out of office calendars for senior team members.
  • Prepare briefings and provide meeting context for individual senior team members and send reminders for upcoming meetings, deadlines, and projects to ensure all deadlines and deliverables are met.
  • In coordination with office manager, ensure all room reservations, hybrid/virtual meeting arrangements, and catering needs are met.
  • Coordinate with campus security and information technology to ensure technological aspects of meetings, building access, and distribution lists are accurate.
  • Maintain multiple shared calendars, phone lines, and mailboxes to ensure timely communications.
  • Participate in shared schedule for maintaining office kitchen cleanliness.
  • Project manage organization-wide events, such as staff and orchestra meetings and parties.
  • Assist with recruiting, hiring, and onboarding new staff members.
  • Liaise with building concierge to greet guests on behalf of senior team members.

Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements:
  • Written and verbal communication proficiency is essential to succeed in this role.
  • Effective communication and high degree of professionalism to interact and communicate with board members, artists, donors, C-suite executives, coworkers, managers, patrons, civic and community leaders.
  • Understanding of confidentiality and ability to handle sensitive information with discretion.
  • Strong emotional intelligence and the ability to work collectively with a wide range of audiences.
  • Strong sense of self-management and resourcefulness to make independent decisions and effectively problem solve, addressing the best way to handle specific tasks and find information quickly on a daily basis.
  • Exemplary organizational skills to manage files, records, schedules, and tasks.
  • Ability to manage multiple calendars, and to reference external time pressures such as rehearsals and performances, and to schedule meetings efficiently.
  • Time management skills to prioritize and complete assignments on time.
  • Attention to detail to ensure accuracy and quality of work.
  • Strong follow through on assigned tasks with little to no follow up or reminders.
  • Project management skills with ability to anticipate meeting needs and deadlines.
  • Adaptability to adjust to changing work environments and demands.
  • Ability to multitask and easily switch between projects without difficulty or confusion.
  • Customer service skills to provide courteous and professional assistance.

Technical Skills:
  • Knowledge of office management systems, procedures, and office equipment
  • Proficiency in Microsoft Office (MS Word, MS Excel and MS PowerPoint, in particular)
  • Familiarity with database systems (Tessitura, Workday, and Arctics preferred)
  • Capacity to learn new skills or technologies and ability to use various software and tools
  • Preferred: understanding of music and/or performing arts industry

Education and Experience:
  • A minimum of three years of experience in an assistant or support staff role
  • A two-year degree, or equivalent experience

Work Schedule:
  • Monday-Friday, 9am-5pm, with some evenings and weekends as schedules dictate
  • Some flexibility in work schedule is required

Physical Demands/Work Environment:
  • The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Some standing, walking, bending, frequent use of hands, stooping and light lifting (at least 10 pounds) is needed.
  • The noise level in the work environment is usually moderate.

The Atlanta Symphony Orchestra is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, class, religion, country of origin, political belief, (dis)ability, age, gender identity, sexual orientation, protected veteran status, or any factor protected by law. Members of underrepresented groups are encouraged to apply.

About the Atlanta Symphony Orchestra

Under the leadership of Music Director Nathalie Stutzmann, the Atlanta Symphony Orchestra (ASO) offers live performances, media initiatives and learning programs that unite, educate and enrich our community through the engaging and transformative power of orchestral music experiences. Now in its 79th season, the ASO engages the diverse international community of our city, bringing people together in harmony - including our youngest citizens, with extensive opportunities for youth and families to fall in love with music. Two hallmark education programs celebrate anniversaries this season: the Atlanta Symphony Youth Orchestra celebrates 50 years, and the Talent Development Program - one of the longest-running musical education diversity programs in the country - turns 30. The Orchestra's range and depth are featured in more than 150 concerts each year, including the flagship Delta Classical Series, Movies in Concert, Family Concerts, Coca-Cola Holiday series and many community and education concerts. The ASO presents many vibrant, wide-ranging events and artists through its Delta Atlanta Symphony Hall Live presentations. Outside of the concert hall, the ASO's Behind the Curtain video concert series enables the Orchestra to reach audiences globally. The ASO performs with the world-renowned 200+ voice, all-volunteer ASO Chorus, originally founded in 1970 by Robert Shaw, and currently under the direction of Norman Mackenzie. The Chorus is featured on nine of the ASO's 27 Grammy® Award-winning recordings.

About the Woodruff Arts Center

The Woodruff Arts Center is one of the largest arts centers in the world, home to the Tony Award-winning Alliance Theatre, the Grammy® Award-winning Atlanta Symphony Orchestra (ASO) and the High Museum of Art, the leading art museum in the Southeast. Over 800,000 patrons travel to The Woodruff for outstanding theatre, music and exhibitions each year.