The Executive Assistant & Board Liaison is a full-time position that provides high-level administrative support to the President & CEO and is the primary administrative liaison to the New Jersey Symphony Board of Trustees, its committees (Executive, Governance, Finance & Investment, Development, DEI, Education & Community Engagement, Marketing).
Responsibilities and Duties:
Proactively support the President & CEO with administrative duties including calendar management and scheduling of internal and external meeting calendars.
Book and manage travel itineraries, and events in coordination with the development department.
Coordinate and provide briefings and agendas for the President & CEO’s appointments/meetings/speaking engagements, and work to coordinate follow-up items as needed.
Provide support for high-level donor stewardship and engagement events to including President & CEO donor updates to CRM database, occasionally accompanying President & CEO to meetings, events and symphony concerts.
Assist the President & CEO with communications (may include emails, reports, drafting documents and letters, Board communications, presentations, press releases, etc.).
Schedule, organize and take minutes of all board meetings, regular committee meetings, new board trustee orientations, receptions, house parties, and events as directly related to the Board and President & CEO.
In conjunction with the development department, monitor compliance issues and individual board member performance and giving requirements.
Provide administrative support for the Board, and committees: scheduling meetings, securing meeting locations, maintaining official minutes, preparing for Board meetings and all committee meetings including the preparation of agenda and board packets, sending out all packets (agendas and minutes), printing handouts, setting up projector/screen/conference tech, coffee/water/meals as needed, etc.
Work with President & CEO to ensure action items and follow up after all Board and committee meetings.
Support President & CEO with project management of key initiatives.
Track, prepare and submit President & CEO monthly expenses to finance department.
Key Skills and Qualifications:
Exceptional Communication: Strong written and verbal communication skills are essential for clear and diplomatic interaction with President & CEO, staff, musicians and board.
Organizational Abilities: Superior organizational skills are needed to manage schedules, projects, and information effectively.
Discretion and Confidentiality: The ability to handle sensitive and confidential information with professionalism and tact is crucial.
Technical Proficiency: Proficiency in common office software like Microsoft Word, Excel, and PowerPoint is necessary for document preparation. Working knowledge of Tessitura CRM platform preferred, however, training is available.
Problem-Solving: The capacity to anticipate problems and find solutions is key to supporting executive functions.
Project Management: Experience managing multiple projects and deadlines simultaneously is often required.
Team Oriented: works effectively with others; actively contributes to the achievement of the group.
Digital/Social Platforms: Ability to perform and excel in a digital/social media environment.
Required Education and Experience:
Bachelor’s Degree preferred
2–3 years of preferred
Demonstrated executive support experience
Strong writer with high attention to detail
Capacity to work outside normal business hours to meet the stewardship needs of the President & CEO
