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Chief Executive Officer's Executive Assistant

2 months ago

Boston, Massachusetts, United States Handel and Haydn Society Full time
Job Overview

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

Reports to: President/CEO

Position Summary:

The Executive Assistant to the Chief Executive Officer (EA to CEO) is an essential member of the executive team, delivering comprehensive support to the President and CEO. This role involves managing schedules and facilitating communication with staff, Board members, donors, patrons, and other significant internal and external stakeholders. The EA acts as a bridge between departments to ensure the effective execution of tasks assigned by the President/CEO.

The EA to CEO is instrumental in the seamless execution of major gifts, planned giving, and comprehensive campaign initiatives. Additionally, the EA will provide assistance to the Development department in collaboration with the President/CEO and Board, presenting opportunities for professional development and mentorship.

Key Responsibilities:

  • Support the President/CEO in various capacities, including coordinating meetings and calls, arranging travel, managing invoices and expense reports, and completing special projects as assigned.
  • Assist the President/CEO in fostering effective, high-quality relationships with the Board, staff, donors, ticket buyers, musicians, and other stakeholders.
  • Manage correspondence to donors as directed by the President and CEO; ensure timely preparation of proposals and related materials. Schedule meetings and maintain calendars.
  • Prepare briefings for meetings with major gift prospects.
  • Maintain donor and board relationship management within the Tessitura database for tracking major gift and campaign prospects, generating reports, and assisting with data entry as necessary.
  • Draft correspondence that aligns with the style and voice of the sender for use by the President/CEO, VPD, and major gifts staff for various purposes, including invitations and follow-ups from events.
  • Conduct prospect research as needed, utilizing cultivation history in the database and donor research tools, and assist with prospect and donor screening.
  • Utilize Tessitura analytics to identify overdue plan steps for portfolio managers and arrange meetings accordingly.
  • Collaborate with the Development Coordinator to support the tracking of pledges and the acknowledgment letter process for donors and Board members.
  • Prepare materials, handouts, and packets for donor solicitation and stewardship meetings, while monitoring the supply of major gifts materials.
  • Compile prospect lists for periodic review during internal campaign meetings with staff and meetings with volunteers.
  • Work closely with the development team to track, reconcile, and update campaign prospect notes, statuses, and giving data.
  • In coordination with the Development Events and Operations Manager, assist in planning, preparing for, executing, and attending major gifts, planned giving, and campaign-focused events.
  • Perform other duties as assigned.

Qualifications:

  • Bachelor's degree and 3-5 years of relevant professional experience.
  • Excellent interpersonal and communication skills.
  • Strong research, organizational, problem-solving, and time management abilities.
  • Capacity to work independently in a fast-paced, deadline-driven environment.
  • Ability to maintain a high level of professionalism and discretion when handling confidential information.
  • Familiarity with Microsoft Office, Google Workspace, Zoom, and Tessitura is preferred.
  • This position requires regular office hours (Monday to Friday, 9 AM to 5 PM) along with some evening and weekend meetings and events.
  • The role is expected to support front-of-house activities at all subscription concerts.

Handel and Haydn Society values each individual's unique journey and welcomes personal statements that can enhance our understanding of candidates' qualifying experiences. An equivalent combination of education and/or experience may fulfill these minimum qualifications. We appreciate all interest in this opportunity and look forward to connecting with candidates whose experiences align closely with this position description.

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

Job Posted by ApplicantPro