Schubert Club Executive Assistant
Classification: Full-Time, non-exempt
Reports to: Artistic and Executive Director
Salary Range: $48,000-$53,000 annually
Benefits: Schubert Club offers competitive benefits including health insurance, dental and vision, a generous 403b plan match, PTO and paid holidays.
Schedule: 40 hours per week. Regular business hours are 8:30am-4:30pm with some evening hours for meetings and events. Primarily in-person, with some remote flexibility.
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ABOUT SCHUBERT CLUB: Since 1882 Schubert Club has been cultivating a passion for music and fosters an engaged community of music enthusiasts through concerts, music education, museum exhibits and student scholarships.
POSITION SUMMARY: The Executive Assistant supports the Artistic and Executive Director and the Board and its Committees by managing internal communications and calendar, handling logistics for meetings, writing meeting minutes, managing records, and planning and executing internal events. This position supports the Director of Development with accurate, timely data entry and assistance with donor communication as well as helping with donor-related events and liaising with multiple constituents of Schubert Club. This position provides occasional backup to the Business Manager, and is also responsible for a variety of hands-on general office tasks.
MAJOR RESPONSIBILITIES
1. Keep organizational priorities moving forward by providing primary support for Schubert Club's Artistic and Executive Director (AED), Board and Committees with courtesy, efficiency, integrity, accuracy, warmth, and discretion. (60%)
- Serve as the primary point of contact for the AED’s office, anticipating needs and managing competing priorities with sound judgment, discretion and attention to detail.
- Serve as the primary liaison for the Board and Committee members, coordinating information and scheduling with and among members.
- Manage scheduling, logistics, setup, cleanup, communications, and technology for all internal events and meetings, such as Board Retreat, Holiday Party, Board Orientation, Advisory Circle meetings, and Legacy Society.
- Manage AED-hosted post- or pre-concert receptions in coordination with concert production team.
- Coordinate with co-workers to assist with events such as the Annual Luncheon, fundraising events or other special events.
- Attend all Board meetings and designated Committee meetings in person to take minutes, assist presenters, and to provide setup, cleanup, and technology management.
- Prepare reports, presentation materials, meeting agendas and other items as directed by AED.
- Maintain and manage up-to-date records and archival materials for the AED and Board.
- Prepare and distribute the annual Board and Advisory Circle Directory.
- Manage meeting requests and calendar for AED as directed.
- Coordinate AED’s travel arrangements and assist with expense tracking.
- Collaborate with staff of other Arts Partnership organizations on shared projects.
- Assist with the Arts Partnership annual meeting and Board communications as requested by the AED.
- Maintain the shared staff calendar, subject to AED approval.
2. Provide support to the Schubert Club Director of Development (DD). (30%)
- Process incoming contributions in the shared database and gift log, and provide gift acknowledgements under the direction of the DD.
- Handle all donor information with discretion, good judgment, and confidentiality.
- Assist with communications, gift entry, donor research, appeal mailings, database reporting, donor recognition, and other special mailings.
- Assist with planning, communication, and onsite support for fundraising and other special events.
- Provide support for Arts Partnership Annual Fund activity, committee meetings and communications as directed by the DD.
- Attend or assist with Arts Partnership-related meetings and events as requested by the DD.
3. Facilitate the day-to-day operations of Schubert Club to cultivate an efficient, positive, cooperative and productive work environment. (10%)
- Represent Schubert Club as the first point of contact in the front office/AED’s office for callers and in-person visitors.
- Serve as liaison for Schubert Club with Landmark Center and Rice Park Association.
- Manage deliveries, office cleanup, supply ordering, storage, and office logistics with the assistance of co-workers.
- Serve as backup for various business-related tasks under the direction of the Business Manager.
- Assist the Business Manager with office technology systems and contractors.
- Interact with the Board, colleagues, artists, patrons, and the public in a positive and courteous manner that upholds the high standards of Schubert Club.
- Other duties as assigned by the AED or DD.
EDUCATION AND EXPERIENCE
- College degree preferred. High school diploma or GED required.
- At least 2 years of successful experience supporting Executive Leadership.
- Experience serving as Board liaison preferred, including scheduling events, managing logistics, and taking minutes.
- Exceptional proficiency in courteous, professional, accurate business communication, both written and spoken.
- Demonstrated experience in handling sensitive information confidentially and securely.
- Experience successfully managing multiple timelines and projects, and working collaboratively across departments.
- High proficiency using Microsoft Office and Google Workspace applications. Note that this is a Mac-based office
- Proficiency with office technology, and with audio-visual technology for hybrid meetings.
- Proven trustworthiness in handling financial transactions.
- Proficiency in accurate data entry and tracking in databases and spreadsheets. Experience using AudienceView a plus.
- Experience using Adobe Acrobat and InDesign a plus.Previous Development work and/or donor database experience a plus.
OTHER REQUIREMENTS
- Availability for some evening and weekend work (scheduled ahead of time).
- Preference for in-person full-time work, with some remote flexibility.
- Access to reliable transportation to office, meeting, concert and event venues.
- Ability to lift or move objects up to 30 pounds in the workspace or when providing onsite support for events and meetings.
- Adaptability, resourcefulness, positive attitude, eagerness to contribute, and ability to learn quickly.
- Commitment to respectful practices that promote diversity, equity, and inclusion.
- Commitment to uphold Schubert Club’s mission and its reputation for integrity and excellence.
- Must be able to pass a criminal background check.
TO APPLY: Please send your resume and cover letter to Anna Torgerson at [email protected] before July 20.
Pay: $48,000.00 - $53,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Work Location: Hybrid remote in Saint Paul, MN 55102
