Executive Assistant to the COO

1 month ago

Boston, United States Handel and Haydn Society Full time

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

Reports To: Chief Operating Officer (COO)

Summary:

The Executive Assistant (EA) is a key executive office member, providing support to the Chief Operating Officer. The EA 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 COO. The EA oversees and manages administrative projects and manages the daily operations of the office, including facilities, technology, supplies, vendor relations, and responsibilities delegated by the COO.

Core Responsibilities:

Executive Support:

  • Support the COO in various capacities, including calendaring schedule, meeting/call coordination, travel arrangements, invoice and expense reporting, and assist with completing specially assigned projects.
  • Coordinate sensitive, confidential projects across the team or organization, prepare reports at the COO's request, manage confidential projects, and deliver timely results.
  • Work with the COO and Diversity North to develop and schedule quarterly DEIA learning sessions.
  • Promote positive workplace culture by administering annual culture surveys, analyzing the results, and proposing improvement strategies.
  • Manage the Employee Handbook by collaborating with Marketing
  • Coordinate onboarding of new employees, orientation, offboarding, and schedule exit interviews.
  • Handle complex and confidential situations and requests and serve as a highly visible capacity resource for the department with candidates, staff, management, and other departments.
  • Oversee daily operations of the office and manage office supply inventory.
  • Oversee the organization's technological needs and manage vendor relationships.
  • Schedule organization-wide training and learning sessions
  • Assessing and purchasing new and replacement hardware
  • Monitoring the safety and cleanliness of interior and exterior areas, such as offices, conference rooms, parking lots, and outdoor recreation space
  • Reconfigure office space to maximize square footage utilization
  • Collaborating with building owners and upper management on budgeting for facilities needs.
  • Coordinate all-staff meetings, retreats, and social outings with the Events Manager.
  • Provide front-of-house support at concerts.
  • Performs other duties as assigned.
Board Support:
  • Serve as the lead staff person responsible for Board and Committee meetings and working to make meetings of Boards, Committees, and Task Forces as efficient and effective as possible..
  • Work with senior team, Board, and Committee chairs to plan all Board meetings, the Annual Meeting, and Board Committee and Task Force meetings.
  • In coordination with chairs and the executive leadership team, ensure that this planning is strategic and proactive and that all such meetings are run with a high degree of excellence and professionalism consistent with the H+H brand.
  • Among the duties included are annual work plans and evaluations for each committee, preparing agendas and materials, making room reservations, taking minutes, preparing handouts and PowerPoint presentations, organizing catering, and managing all follow-up activities associated with such meetings.
Skills and Qualifications:
  • Proactively support the COO in a variety of ways.
  • A bachelor's degree in human resources, business administration, or a related field is required.
  • A minimum of three years of work experience preferred.
  • Excellent verbal and written communication skills.
  • Strong analytical, problem-solving, and organizational skills.
  • Ability to act with integrity, professionalism, and confidentiality.
  • Proficient with Microsoft Office or related software.


Compensation: 70-80K

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