Executive Assistant

Found in: Resume Library US A2 - 2 weeks ago


Miami Beach Florida, United States New World Symphony Full time
Job Description

POSITION SUMMARY

The Executive Assistant supports the Executive Vice President of Institutional Advancement (EVP) and the President & CEO (CEO), reporting to the Vice President and Head of Trustee Engagement (VP). They will be involved in the daily operations of the Executive and Institutional Advancement (IA) offices and work with constituencies across the organization.  This role requires excellent interpersonal skills, project coordination experience, and the ability to work well with a wide variety of people in various settings. 

DUTIES AND RESPONSIBILITIES

Manage calendars for EVP and CEO, in coordination with the VP

Prioritize tasks for EVP and CEO, and prepare materials to support daily agendas

Support EVP, CEO, and VP efforts to cultivate and steward relationships with major donors and prospects including scheduling meetings and preparing materials and presentations

Draft correspondence, agendas, acknowledgements, and edit collateral

Coordinate scheduling and preparation for IA departmental meetings, selected staff meetings, and selected external cultivation events

Manage applicable meeting logistics including room reservations and setup, distribution of materials, food setup, and testing of IT equipment; record and draft minutes for select meetings

Support aspects of Board committee work, including Development, Digital Strategy, and Nominating & Governance committees, in coordination with Director of Research and Campaign Stewardship and VP

Maintain supplies of collateral

Field phone calls for EVP and CEO

Book business travel for EVP and CEO

Receive and interact with visitors as needed

Organize EVP and CEO files

Maintain accurate records in donor database

Manage Executive departmental expense budget, report on variances, and assist in the annual forecasting process

As needed, assist in managing IA departmental expense budget and report on variances

Process EVP and CEO expense reports

Attend and assist with selected events and concerts

Monitor office practices and processes for improvement

Contribute to and help to steward NWS’s inclusive and collaborative team culture

Perform other job-related duties as assigned



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