Executive Assistant to the President & CEO

at  Fort Wayne Philharmonic

GENERAL SUMMARY

This position serves as confidential executive assistant to the President & CEO and the Music Director; receives telephone calls and visitors and maintains the President & CEO’s and Music Director’s calendars and schedules of appointments; relieves the Board President of administrative and clerical details and prepares correspondence and memoranda; and performs a variety of other clerical duties. Responsibilities include typing confidential correspondence, evaluations, and reports.

KNOWLEDGE, SKILLS AND EXPERIENCE 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.

Executive Assistant to the President and CEO

• 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.

Assistant Secretary to the Board

• 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.

Office Manager

• 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.

Other Duties

• 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.