Administrative Assistant at The Cleveland Orchestra

Cleveland, Ohio, United States -

Full Time

Start Date

Immediate

Expiry Date

29 Jun, 26

Salary

64000.0

Posted On

31 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Priority Management, Communication, Project Management, Judgment, Discretion, Professionalism, Diplomacy, Drafting Correspondence, Meeting Coordination, Travel Arrangements, Expense Reporting, Filing Systems, Microsoft Office Suite, Tessitura, ArtsVision

Industry

Non-profit Organizations

Description

The Cleveland Orchestra is seeking an Administrative Assistant who will provide high-level administrative support to both the Chief Development Officer (CDO) and Chief Growth Officer (CGO). This role serves as a key partner in advancing the institution’s fundraising, growth, and revenue strategies by ensuring seamless executive operations, proactive calendar and priority management, exceptional internal and external communications, and project management support. Working in a fast-paced, high-visibility environment, the Administrative Assistant exercises sound judgment, discretion, and professionalism while interacting with senior leadership, major donors, board members, trustees, volunteers, orchestra members, and external partners. The individual in this role must anticipate needs, manage competing priorities, and represent the Philanthropy & Advancement (P&A) and Growth departments with poise and diplomacy at all times. This position requires five days per week onsite (Monday–Friday) and occasional evening/weekend availability aligned with concerts, events, and board activities. Position responsibilities include the following: Executive & Strategic Support * Serve as a trusted partner to the CDO and CGO, proactively managing priorities, deadlines, and follow-up systems. * Maintain complex, forward-looking calendars; anticipate scheduling conflicts and ensure optimal time allocation aligned with strategic priorities. * Prepare briefing materials, background research, and meeting packets in advance of donor, board, and executive meetings, in addition to external partner meetings. * Track and monitor action items and cross-departmental initiatives to ensure timely execution. * Provide strategic organizational support to Chiefs in managing external patron and partner relationships and engagement strategies. * Provide back-up assistance to the President & CEO when the Executive Assistant is not available or in the office. Communications & Correspondence * Manage incoming correspondence, phone inquiries, and requests; respond independently when appropriate and elevate issues requiring executive attention. * Draft and edit professional communications on behalf of the Chiefs, including donor and partner correspondence and internal messaging. * Serve as a liaison between the Chiefs and internal departments, ensuring clear and consistent communication flow. * Maintain strict confidentiality regarding donor, personnel, and institutional matters. Meeting & Event Leadership * Support the planning and execution of internal and external department meetings, including donor meetings, board/committee meetings, retreats, and presentations. * Coordinate logistics including venue reservations, catering, materials preparation, and technology needs. Financial & Administrative Operations * Manage domestic and international travel arrangements with detailed itineraries. * Prepare and process expense reports and credit card reconciliations. * Maintain electronic and hard-copy filing systems, ensuring accurate and accessible records. * Utilize Tessitura, ArtsVision, Pyrus, and other MAA systems to support donor tracking, reporting, and executive needs. Project Management & Cross-Departmental Support * Independently manage special projects, including presentations, strategic initiatives, and event planning. * Represent the P&A department and/or CDO/CGO on institutional committees. * Remain informed of major institutional initiatives, concerts, donor events, and departmental priorities to keep the Chiefs fully briefed and prepared. The successful candidate will meet the following qualifications: * Minimum of 3 years of senior or C-level administrative experience * Advanced Microsoft Office Suite skills and proficiency with databases such as Tessitura or Arts Vision * Superior interpersonal and communication skills * Outstanding organizational skills, attention to detail * Ability to maintain professional demeanor and composure at all times under stressful conditions. * Ability to handle complex issues with minimal supervision. * Demonstrated independent, mature judgment * Ability to maintain confidentiality * Ability to successfully prioritize and manage multiple projects and deadlines * Occasional travel to local and regional meetings and events * Must be able to occasionally work evening and weekend hours We offer a competitive salary ($55,000 - $64,000), excellent medical and dental plan benefits, generous paid time off, 403(b) plan with employer match, complimentary concert tickets, and the opportunity to work with a world-renowned Orchestra.

Responsibilities

This role provides high-level administrative support to the Chief Development Officer (CDO) and Chief Growth Officer (CGO), focusing on proactive calendar management, exceptional communications, and project support to advance fundraising and growth strategies. Responsibilities include managing complex schedules, preparing briefing materials, handling correspondence, coordinating meetings, managing travel and expenses, and supporting special projects.