Job Description

Job Location: NASHVILLE, TN 37201
Position Type: Full TimeI.

Summary
Reports to: President and CEO
Additional Support to: CFO & COO
Employment Status: Full-time, Exempt
Position Overview: Provides high-level administrative, clerical, and operational support to the President & CEO, while also providing administrative support to the CFO and COO as needed. This position serves as a key point of coordination for executive communications, scheduling, Board and committee support, meeting preparation, and confidential administrative functions.
The Executive Assistant/Board Liaison facilitates communication between the President & CEO, executive leadership, staff, Board members, committee members, external partners, and the public. This role also supports the Board Chair and Board members with scheduling, meeting coordination, and administrative duties as needed.
II. Primary Duties and Responsibilities
- Represent the President & CEO in answering phones, greeting visitors/VIPs, conducting tours, expediting special requests, or helping to resolve routine problems (CFO & COO as needed).
- Receive, open, read, or post all incoming/outgoing mail, emails, and deliveries for the President & CEO; research details or related information in preparation for President & CEO response; route mail/deliveries to appropriate individual for disposition as necessary.
- Compose routine correspondence, take dictation, and/or transcribe President & CEO’s correspondence; compile and process internal and external documents for the President & CEO, such as meeting agendas and support materials, or reports to external organizations; prepare PowerPoint presentations; record, transcribe, and distribute meeting minutes for all Board and committee meetings.
- Schedule appointments; maintain calendars; advance and coordinate meetings, conferences, and social events; make travel arrangements for the President & CEO, CFO, COO, consultants, guests, and other executive team members as needed.
- Maintain confidential office files and records for the President & CEO (CFO and COO as needed).
- Attend all Senior Staff meetings, document action items, and follow up as needed.
- Serve as liaison for the Board of Directors and keep them updated as needed.
- Schedule and maintain annual Board and committee meeting calendars.
- Serve as key administrator for the Governance Committee and assist with the overall yearly Board recruitment process, onboarding of new Board members, and coordinating and preparing Board member orientations and materials accordingly.
- Update and maintain Board and committee rosters and email groups.
- Update and maintain the Board Resource Center website with approved meeting minutes, meeting calendars, rosters, Board documents, etc.
- Serve as a point of contact for the League of American Orchestras, including updating staff and Board rosters within their database.
- Schedule meetings, manage calendars, and offer administrative support to the CFO and COO when needed.
- Assist the President & CEO, CFO, and COO with administrative support related to meetings, correspondence, document preparation, follow-up items, and special projects as needed.
- Assist Human Resources with Senior Staff-level candidate recruitment, including scheduling interviews, coordinating hotel/travel arrangements, organizing itineraries, and overseeing any recruitment reimbursements if needed.
- Keep inventory of office supplies and purchase supplies for staff/departments.
- Sort all daily mail for the organization and process daily check reports for the Development Department.
- Reconcile business credit card expenses for the President & CEO, CFO, and COO, including gathering receipts, documenting business purposes, and submitting expense reports as needed.
- Coordinate staff meetings, including annual staff and musician events, holiday gatherings, employee engagement activities, and other supplementary events as needed.
- Offer support to the Development team with annual fundraising events, dinners, and appreciation events as needed.
- Manage operations/supplies for the main copy machines in the Executive offices.
- Attend at least two concerts a month and periodically engage with Board members and patrons in Founders Hall.
- Serve as Treasurer for the Employee Engagement Council.
- Maintain current/active Notary Public status for Davidson County, TN.
The duties listed above are not all inclusive.  The person in this position is expected to perform other work-related duties as assigned even though they may not be considered primary duties.

Supervisory Responsibilities
None

QualificationsI. Work Requirements and

Qualifications
- Education:
Associate’s degree or equivalent from a two-year or technical school required.
2.

Experience:
Minimum of 5 years of administrative assistant or executive assistant experience required. Experience supporting senior executives, Boards, or committees preferred
3. Knowledge, Skills, and Abilities:
- Ability to work independently and use sound judgment when the President & CEO, CFO, or COO is not available.
- Strong organizational skills and attention to detail.
- Strong writing, editing, proofreading, and communication skills.
- Ability to manage confidential information with the highest level of discretion.
- Professional attitude and proven ability to work positively with executives, staff, Board members, volunteers, patrons, and the public.
- Ability to read, analyze, and interpret complex documents.
- Ability to create routine reports and correspondence and respond effectively to sensitive inquiries or complaints from clients, customers, patrons, and stakeholders.
- Strong competency with Microsoft Office products, including Outlook, Word, Excel, PowerPoint, and related applications.
- Ability and willingness to learn new software applications as required.
- Ability to manage multiple priorities in a fast-paced environment.
- Strong initiative, problem-solving ability, and follow-through.
- Ability to work flexible hours, including some evenings and events as needed.
- Knowledge of classical music is helpful but not required.
4. Physical Requirements:
While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel objects, tools or controls; reach with hands and arms; and talk or hear.  The employee is frequently required to stand and walk, and frequently lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.