Fort Wayne Philharmonic · 7 hours ago
Executive Assistant to the President and CEO
Fort Wayne, Indiana, United States
Full-time
Onsite
Entry, Mid Level
1+ years expFort Wayne Philharmonic is seeking an Executive Assistant to the President & CEO and the Music Director. This role involves managing calendars, facilitating communication, and handling administrative tasks to support the executive leadership and Board of Directors.
Musicians
Responsibilities
Facilitates information flow and processing within and outside the organization by gathering, interpreting, organizing and presenting information to and from all levels of staff, volunteers, vendors, musicians, guest artists, community leaders, board officers, and representatives of other arts organizations. Effectively transmits both verbal and written forms of information
Compose routine correspondence. Format, type, and edit correspondence and reports from handwritten drafts or dictation. Transcribe, type, and edit confidential administrator evaluations. Ensure strict confidentiality of materials at all times
Arranges and confirms meetings, appointments, maintains calendars, arranges airline and hotel reservations, and prepares travel itineraries for President & CEO
Screen incoming correspondence, reports, and instructions, etc.; drafts reply to general inquiries not requiring a technical knowledge of the program or programs in question
Maintain departmental files; research files as necessary to provide information. Ensure confidentiality of materials as required
Investigates and interprets information pertaining to special projects as assigned by the President & CEO. Provides studies and reports of research results to the President & CEO and appropriate staff
Surveys and maintains reference files or reading materials such as brochures and periodicals to expedite the President & CEO reading time
Maintain a highly responsive relationship to the needs and requests of the Board of Directors
Acts as assistant secretary to the board of directors. Responsible for set up of board and committee meetings, preparation of official notices, minutes, agendas, and related materials. Organizes Annual Meeting of the Philharmonic and board orientation. Maintains legal files of minutes and bylaws. Maintains Board, Honorary Board, Laureate Club, and committee lists
Type, update as required, and distribute board policies, administrative procedures, and forms. Keep permanent, safe storage of hard copy of all board policies, administrative procedures, and forms
Maintain accurate building and organizational calendar online
Assist in maintaining an accurate organizational database
Maintain and order office supplies
Issue necessary building maintenance/telephone/key requests with PFW
Issue necessary copier maintenance requests with ABM
Answer and route incoming calls to proper personnel, including Box Office
Route all incoming mail and packages and prepare and schedule pick up of packages
Maintain a log of all incoming checks and route checks to the appropriate person
Responsible for set up of staff and department head meetings, preparation of reminders, agendas, and related materials
Assists other departments with special projects as President & CEO determines necessary
Assists with entertaining arrangements as needed for pre-and post-concert activities and patron and board activities
Serve as Patron Relations Host at assigned concerts
Additional related duties as assigned by the President & CEO
Qualification
Required
Associate degree in Business or Business Management (Bachelor's degree preferred)
Successful experience as an Assistant for one to three years preferred
Demonstrated strong verbal and written communication skills
Demonstrated ability to manage and complete multiple tasks accurately and quickly
Demonstrated strong attention to detail
Demonstrated ability to learn new tasks quickly and apply new skills to diverse tasks
Demonstrated strong deductive reasoning and analytical skills
Complete dependability in maintaining the confidential nature of the position
Excellent skills in secretarial practices and procedures
Correct use of English, grammar, and spelling in written and oral communication
Keyboarding skill at 65 wpm
Intermediate or advanced skills in Microsoft Word, Excel, Outlook, Internet Explorer
Compose correspondence
Set up and maintain accurate filing systems
Attend to detail and follow tasks through to completion
Organize and set priorities
Work independently with minimal supervision
Maintain strict confidentiality
Establish and maintain effective working relationships with the Board, staff and musicians, and the public
Benefits
Health and dental insurance
Employee opt in to 403(b) plan
Paid vacation
Holiday
Sick leave
Company
Fort Wayne Philharmonic
Mission Statement: “To foster and instill a lifelong love of symphonic music through performance and education.” Vision Statement “The Fort Wayne Philharmonic will be one of the most vibrant, highly acclaimed and financially healthy orchestras in the country, assuring its position as the cornerstone of the regional arts community.
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Brittany A. Hall
President and CEO
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