Handel and Haydn Society
  • 05-Jul-2017 to 04-Aug-2017 (PST)
  • Boston, MA, USA
  • Full Time

Description: The Executive Coordinator provides clerical and administrative support to the President/CEO, VP of Finance and Administration, and other members of the senior leadership team, This full-time position supports the executive office and its interaction with staff, board, and external constituents.

Reports to:  President and CEO (and other senior leadership on a project basis)

Responsibilities:

  • Assist the President/CEO and members of the senior leadership team with clerical and administrative work to support management, governance, and special projects.
  • Assist in maintaining continuous quality communication from the executive office to Staff, Board, and other constituencies. Receive and screen email communications to the President/CEO and provide assistance determining which require priority attention using independent judgment. Prioritize, channel, and facilitate communication from department heads and Board. Provide general clerical support and work calendar management to the President/CEO, including responding to letters, general correspondence of a routine nature, and other tasks as assigned by the President/CEO.
  • Assist President/CEO with preparation of all Board meetings, Annual meeting, and Board committee meetings including (but not limited to): Executive, Finance, Personnel, Strategic Planning, Diversity and Inclusion, Audit, Investment, and By-Law Review. Prepare material; make room reservations; manage staffing of meetings; prepare handouts and PowerPoint presentations; organize catering; and all follow-up mailings associated with Board meetings.
  • Assist President/CEO with the scheduling of staff functions such as senior staff meetings, all- staff meetings, retreats, and occasional outings. Manage staff meeting agendas. Take minutes at meetings assigned and ensure proper execution of tasks and projects completion.
  • Assist President/CEO, consultants, and special guests with calendar, travel, and projects as needed.
  • Provide clerical and administrative support to the VP of Finance and Administration, including, but not limited to: maintaining monthly investment summaries, filing, coordinating receipt of regular reports from departments, reconciliation of credit card statements, and coordinating audit requests from Finance to all departments.
  • Serve as point person for office operations questions and for all minor IT support: in supply inventory for network printers and copiers, fax machine, mailing machines, and VoIP phone system. Coordinate the use of shared desks across departments, interns, and part-time employees.
  • Provide back stage and rehearsal support as needed.
  • Provide back-up phone support to the Box Office when needed.
  • Other duties as assigned.

Qualifications:

  • Bachelor's or Associate's degree
  • Minimum one year prior administrative experience or equivalent experience
  • Proficiency in Microsoft Office, database software
  • Excellent oral and written communication skills
  • Impeccable organizational and time management skills
  • Superior attention to detail
  • Ability to work both independently and as part of a team in a fast-paced environment
  • Ability to successfully interact with diverse groups of people
  • Creativity and flexibility
  • Professionalism in all settings
  • Display initiative and excellent judgment
  • Knowledge of classical music preferred
  • Ability to work nights and weekends as required for concerts and events

Compensation: Salary is commensurate with experience. Competitive benefits package included.

Position requires occasional lifting of heavy printed materials, large boxes and retail merchandise as well as the repetitive, daily use of a computer. The Handel and Haydn Society is an equal opportunity employer and is committed to diversity in the workplace by maintaining a staff that represents the traditions and voices of contemporary Boston. Interviews will not be scheduled until we have a diverse pool of candidates from which to select.

Handel and Haydn Society
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