Executive Assistant

Nashville Symphony - Nashville, TN (30+ days ago)4.4


Job Description

Position Overview: Provides President and CEO, CFO and COO with executive clerical support and assistance with administrative and business details. Facilitates communication and assists the Executive team in the fulfillment of work generated through the interaction of the Symphony staff, board and other Symphony constituencies, both internal and external, and the public.

Reports to: President and CEO

Primary Responsibilities:
Represent the President and CEO, CFO and COO in answering phones, greeting visitors/VIPs, expediting special requests and helping to resolve routine problems
Receive, open, read or post all incoming/outgoing mail and deliveries for President and CEO; research details or related information in preparation for President and CEO response; route mail/deliveries to appropriate individual for disposition as necessary
Serve as a key liaison to the Board of Directors through regular interaction, insightful scheduling and fulfillment of full board and committee meetings, taking and being the conservator of official board minutes, Bylaws and other documentation
Compose routine correspondence, take dictation, and/or transcribe President and CEO’s correspondence; compile and process internal and external documents for the Executive team, such as expense reports, meeting agendas and support materials, or reports to external organizations; record, transcribe and distribute meeting minutes
Schedule appointments; maintain calendars; advance and coordinate meetings, conferences and social events; make travel arrangements for the Executive team, consultants, guests and other employees as needed
Maintain confidentially in communications, office files and records Qualifications

A minimum of three to five years of experience in an administrative support function
Bachelor’s Degree preferred or a combination of equivalent education and experience
Ability to work independently, exercise good judgment and maintain accountability when members of the Executive team are not available
Ability to effectively navigate people, time and situations with, and for, the members of the Executive team, enabling them to plan and execute meetings, commitments, work and events in a timely and efficient manner
Possess strong competency with Microsoft Office products (Windows, Outlook, Word, Excel, PowerPoint, Access, and Publisher) and have the capacity to learn new software application programs as required
Possess efficient typing, writing, transcription, editing and proofreading skills
Possess excellent organization and planning skills
Possess strong initiative, a professional attitude and a proven ability to develop strong relationships and work positively with executives, staff, boards, volunteers, and the public
Possess excellent written and verbal communication skills
Ability to maintain the highest level of confidentiality with privileged and sensitive topics
Ability to work standard office hours with occasional flexibility needed when meeting deadlines or assisting with special projects and events

Additional Information

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

The Nashville Symphony prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, national origin, gender, gender identity, sexual orientation, age, religion, disability, genetics, protected veteran status or any other characteristic protected by federal, state or local laws.

TITLE VI OF THE CIVIL RIGHTS ACT OF 1964

The Nashville Symphony is in compliance with Title VI of the Civil Rights Act of 1964 which maintains that no person in the United States shall, on the ground of race, color, or national origin, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. If you have questions concerning the Nashville Symphony’s compliance with Title VI, please contact the Vice President of Human Resources and our Local Title VI Coordinator, Ashley Skinner.

This company is a smoke-free workplace in compliance with the Non-Smoker Protection Act, Tennessee Code Annotated §§ 39-17-1801-1810. In accordance with that law and company policy, smoking is prohibited in enclosed areas of company property.