Executive Assistant & Board Liaison - Columbus Symphony Orchestra

Executive Assistant & Board Liaison - Columbus Symphony Orchestra

CAPA - 3.6

Columbus, OH Job Details Full-time $65,000 - $70,000 a year 1 day ago Qualifications 3 years Organizational skills Senior level Communication skills Full Job Description The Organization The Columbus Symphony has served as central Ohio's flagship music organization since 1951. Our musicians, conductors, chorus, and world-renowned guest artists enrich the central Ohio community through extraordinary talent, passion, dedication, and the highest standards of musicianship. Guided by the artistic vision of Music Director Rossen Milanov, the Columbus Symphony offers four programming "brands" - Masterworks, Pops, Picnic with the Pops, and Education/Community Engagement. This segmented approach, innovative within the American orchestra industry, is helping the Columbus Symphony to reach new, younger, and more diverse audiences. The Opportunity Do you anticipate needs before they arise and take pride in keeping a fast-moving executive and organization operating at their best? Do you thrive in a role that requires absolute discretion, sound judgement, and the ability to manage competing priorities with grace? Do you enjoy being the connective tissue of a small, high-performing team - ensuring communications, logistics, and follow-through are seamless? Do you bring a mindset of ownership, professionalism, and continuous improvement to everything from board governance to day-to-day operations? Primary Function This is a unique opportunity to work side-by-side with the CEO of a dynamic arts organization at a pivotal moment of growth. As Executive Assistant & Board Liaison ("EA"), you will serve as a trusted partner to the CEO, helping to manage the flow of information, time, and relationships that power the organization. You will have direct exposure to senior leadership, the Board of Trustees, major donors, and an ambitious capital campaign. As such, you will always exercise discretion and, often, independent judgment on matters of significance. This role offers an unparalleled window into nonprofit leadership, fundraising, governance, and organizational strategy. It is ideal for someone who is highly organized, proactive, independent yet collaborative, and eager to learn how high-level decisions are made and executed. Key Performance Objectives (KPOs) and Indicators (KPIs) By day 60: Manages the CEO's calendar such that no more than 2 meetings are scheduled back-to-back without a buffer. Ensures all meetings include appropriate transition time from meeting to meeting. Maintains at least 4 blocks/week of no less than 30 minutes each for protected thinking time. Implements and maintains a complete task tracking system where: 100% of assigned tasks are logged; each task has a clear status and next step; no deadlines are missed without prior communication.

KPIs:

Weekly calendar review shows >90% adherence to calendar principals, including those above, as conveyed by the

CEO. CEO

reports timely follow up by EA and ability to focus and minor day-of rescheduling that is within the control of the EA. By Day 90: Provides useful and concise prep briefs for all priority meetings (generally with external parties) at least 24 hours in advance. Serves as a trusted resource to ensure compliance and consistency in all board-related activities.

Additional KPIs:

Zero dropped tasks for a continuous 30-day period. CEO feels well-prepared for meetings and does not need to track or follow up on outstanding items. Duties and Responsibilities Executive Support & Time Management Manages a complex and dynamic calendar, ensuring the CEO's time is aligned with top priorities, balanced between internal and external needs, and structured to maximize effectiveness, focus and energy. Builds and maintains trusted, positive relationships with the administrative assistants of the executives for whom scheduling is occurring. Receives, interacts with, and provides hospitality to visitors as needed. Drafts correspondence and materials for meetings, speeches, conferences, etc. Acts as default note taker for meetings the CEO attends unless specified otherwise. Follows up on CEO's To Do items; makes sure the CEO is aware of deadlines, dependencies, etc. Handles executive travel arrangements, including arrangements for other CSO staff or board members upon request from the CEO. Prepares the CEO's expense reports, makes timely submissions, and resolves open items. Anticipates potential roadblocks to the successful management of the CEO's calendar and To Dos and proactively brings these items and suggestions for resolution to the CEO. Board & Governance Support Serves as primary liaison to the board, including the Nominating & Governance and Community Engagement & Belonging committees of the board. Project manages each board meeting by preparing board meeting agendas, packets, materials and resolutions, coordinating timely submission of reports by senior leaders and board committee chairs, taking minutes at board meetings, and providing follow up as needed. Develops and maintains deep fluency in the organization's bylaws and governance policies, Maintains accurate and up-to-date board records including trustee terms, committee lists and board contact information, and tracks related deadlines. Provides smooth, professional communication with board members and their staff, senior staff, and other appropriate stakeholders. Compiles and distributes board communications including the weekly newsletter, invitations, and other updates or requests at the direction of the CEO. Oversees the cultivation and onboarding process for prospective and new Trustees, working closely with the CEO and Chair of the Nominating & Governance Committee. Under the direction of the President and CEO, provides concierge ticket service to CSO board members and key stakeholders for events in Columbus and travel-related events. Organizational Planning and Presentations Helps plan and coordinate internal meetings, including Leadership Team, All Staff and Orchestra gatherings, making room reservations, coordinating catering, testing IT equipment, etc. Creates agendas, presentations, packets and slide decks; prepares, transports, and distributes electronic and hard-copy documents for a wide variety of public and private meeting environments, both virtual and in-person. Maintains positive, trusted relationships for the CSO, especially between CEO and the Staff, board members, Orchestra Committee, union leaders, and all musicians. Maintains files and records for the Executive department, leadership team, and board including the Strategic Plan, Operational Plan, and To Dos/Issue Logs. Office Management Assists with the management of the Executive departmental expense budget, reports on variances, and assists in the annual forecasting process. Onboards CSO employees to CSO-specific processes and procedures. Oversees office equipment including copiers and printers, coordinating with CAPA IT and vendors to ensure functionality and timely maintenance. Identifies and communicates needs for collateral supplies needed by the Executive department including branded folders, letterhead, notecards, envelopes, etc. Maintains office supplies and materials inventory, including proactive ordering. Submits and tracks facility maintenance or parking garage-related requests in the absence of the General Manager, ensuring timely resolution of issues. Functions as backup to the General Manager regarding office safety and fire captain duties. Other Duties This job description is not designed to cover or contain an exhaustive listing of duties, responsibilities, and key performance objectives that are expected of the employee. Further, job-related duties, responsibilities, and key performance objectives may change, or new ones may be assigned, from time to time. Knowledge, Skills and Abilities Ability to maintain strict confidentiality and handle sensitive information with professionalism and discretion is critical. Attention to accuracy and detail is critical. Proactive and solutions oriented. Sound independent judgment in coordinating executive calendars and screening CEO meeting requests and phone calls. Strong administrative, scheduling, meeting management, reporting, and organizational skills are critical. Proven track record of effectively interacting with senior management and ability to work strategically across departments. Ability to establish priorities between multiple projects and daily tasks, work independently, and proceed with objectives without supervision while also aligning with the CEO. Strong verbal and written communication skills including knowledge of business communication like letters, memoranda, minutes, and reports. Knowledge of office systems including effective physical and digital record keeping. Experience with typical office software programs including Microsoft Office and Adobe Acrobat products, leveraging advanced functionality. Ability to create engaging, informative, professional presentations of text, data, and images. Credentials and Experience Bachelor's degree in business, communications, or a related field is preferred but not required. Typically, 3-5 years of experience in an executive assistant role, ideally including board preparation and communication, are needed to have sufficient experience and judgement to perform this role of this size and complexity. Prior work experience in the arts or a $10m - $25m non-profit organization preferred. Special Requirements Ability to work a flexible schedule to accommodate the needs of the organization, including occasional nights and weekends, especially during CSO events or in support of the CEO's work-related priorities and schedule such as before or after business hours, external meetings, travel, or time-sensitive duties such as mailings, holiday and other special event gift deliveries, etc. Ability for CEO, Senior Staff, and Board of Trustees to make contact on urgent matters outside of office hours is required. CSO's EEO Statement The Columbus Symphony Orchestra (CSO) is an Equal Opportunity Employer. CSO does not discriminate in its employment decisions on the basis of race, religion, color, national origin, sex, pregnancy, lactation status, gender identity or expression, sexual orientation, age, disability, veteran or military status, genetic information, or any other protected status.