Executive Assistant & Office Manager

Portland Symphony Orchestra; Portland (ME); In loco; USD 45.000 - 55.000; Tempo pieno

Vantaggi offerti da questo lavoro

Full-time benefits

Descrizione del lavoro

The Portland Symphony Orchestra is seeking an Executive Assistant & Office Manager to provide essential support to the Executive Director and manage daily office operations. This role enables staff to focus on fundraising and mission-critical work.

Ideal candidates will have strong organizational skills, discretion, and a proactive approach to coordinating calendars, events, and communications in a fast-paced environment.

Competenze

• Equivalent to graduation from a four-year college or university; substitutions allowed year-for-year.
• Enthusiasm for the PSO’s mission.
• Discreet, confidential, professional, and diplomatic.
• Proven follow-through and accountability.
• Outstanding organizational skills and attention to detail.

Mansioni

• Support the ED and leadership to increase fundraising capacity and productivity.
• Draft regular donor correspondence and plan events with Development.
• Serve as liaison between ED and stakeholders with excellent service.
• Manage calendar, meetings, and communications.
• Provide high-level operational and administrative support to the ED.
• Prioritize actions and manage internal communications.
• Coordinate invoicing, expense reports, and travel arrangements.
• Prepare meetings with agendas and follow-up items.
• Support Board liaison duties and organize board meetings.
• Oversee office logistics and vendor relationships.

Conoscenze

MS Office Suite

Asana

Gmail/Drive/Docs

Web & tech skills

Writing & communication

Time management

Administrative experience

Mobile device use

Project coordination

Formazione

Bachelor's degree

Strumenti

Microsoft Office

Asana

Descrizione del lavoro

JOB TITLE: Executive Assistant & Office Manager

CLASSIFICATION:Full-time, Non-Exempt
REPORTS TO:Executive Director
COMPENSATION:$50,000 annual salary, plus full-time benefits

JOB SUMMARY

The Executive Assistant & Office Manager will provide essential support to the Executive Director and manage the day-to-day operations of a fast-paced office to allow staff members to focus on the areas of their work that drive the mission forward and bring in greater funding and resources to the PSO.

QUALIFICATIONS/REQUIREMENTS

• Equivalent to graduation from a four-year college or university. Additional professional or administrative experience may be substituted for the education on a year-for-year basis.


• Enthusiasm for the PSO’s mission


• Ability to be discreet, confidential, professional, and diplomatic


• Proven track record of excellent follow-through and accountability


• Outstanding organizational skills and meticulous attention to detail


• Ability to prioritize tasks and execute multiple projects simultaneously


• Ability to work independently


• Self-starter


• Ability to work at fundraising events and concerts as needed


• Flexible and able to meet changing work needs and demands


• Prior administrative experience required


• Vehicle and valid driver’s license strongly preferred

KNOWLEDGE AND SKILLS

• Proficient with Microsoft Office, including Word, Excel, Powerpoint;Suite including Gmail, Drive, Docs, Sheets, Forms


• Proficiency in project management software, including Asana, preferred


• Digital literacy and facility with online programs and apps


• Smart phone available to support Microsoft Office and PSO Phone apps


• Excellent web and technology skills and comfortable troubleshooting tech issues


• Comfortable learning new technical/computer skills as they arise


• Strong writing, proofreading, and verbal communication skills


• Excellent time management skills


• A minimum of one year of administrative experience

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Primarily indoor work, with some summer outdoor engagements


• Noise level is generally moderate to low, increasing in concert settings.


• Frequent sitting, with occasional standing, walking, kneeling, reaching, pushing, pulling, bending, and stooping.


• Ability to lift and carry office products and supplies up to 30 pounds.


• Normal visual acuity, hearing, speaking, finger dexterity, and hand motions required for operating office equipment.


• Proficiency in reading, writing, and communicating both verbally and in written form to exchange and understand routine information.

JOB DUTIES AND RESPONSIBILITIES

Support Executive Director and Leadership in order for leadership to use time and resources to increase fundraising capacity, productivity, impact, and focus on strategic work

• In collaboration with the Development department, support the ED’s cultivation and stewardship of donors, including but not limited to drafting regular correspondence and emails and planning events and meetings.


• Serve as key liaison between Executive Director (ED) and key internal and external stakeholders, providing excellent customer service.


• Responsible for meticulous calendar management, including planning meetings, coordinating recurring check-ins and communications


• Provide high-level operational and administrative support to ED as needed


• Manage internal communication and prioritization, including flagging and managing action items and tasks, and holding key players accountable to priorities.


• Manage additional professional projects for ED as needed.


• Conduct research and draft communications for ED.


• Complete invoicing, expense reports, reimbursements, and travel arrangements for individuals and groups.


• Provide ED with appropriate preparation before meetings and check-ins, including creating agendas, providing reminders about content and action items, and tracking follow-up items.


• Other roles as needed to support Executive Director and Staff

Serve as Liaison to Board of Directors

• Oversee board and committee meeting calendars.


• Organize all logistics for board and committee meetings.


• Document, maintain, and distribute board-related documents, e.g., bylaws, manuals, minutes, rosters, years of service,etc.


• Manage communications to board members regarding meetings, events, gatherings, etc.


• Manage Board Website


• Manage booking of meetings, location, and caterer


• Record minutes during meetings and distribute to board post-meeting.

Manage Office Logistics

• Maintain general office functions,including officeand janitorialsupplyinventory and ordering, performing regular office rounds to ensure office machines areinorder.


• Oversee office storage and file maintenance,including coordinationofmaterials and organization of supplies and storage.


• Support PSO’s technology needs, including system oversight, vendor management, and troubleshooting. Serve as point of contact for IT and telephone service provider


• Oversee staff meeting organization (meeting reminders, food, staff reports, and materials).


• Lead office clean-up and organization. Manage systems to ensure the office is tidy and organized, coordinating kitchen cleaning and organizing.


• Act as a liaison with the building management on any suite needs (e.g., carpet cleaning, light fixture replacement, office temperature, etc.).


• Responsible for office vendor relationships (e.g., copier, phones,postage meter, water dispenser).


• Responsible for office celebrations (birthdays, baby showers, etc.) and staff recognitions.


• Support large-volume mailings and packet compilations and filing.


• Serve as point of contact through email and over the phone for patron and donor questions and concerns, collaborating with other departments and/or PortTIX to craft responses and resolve issues as needed.


• Process ticket donation requests from local nonprofits.


• Assist with additional general office tasks as needed.

Manage Staff Logistics

• Manage new hire orientation and termination checklists; assign responsibilities as necessary


• Manage office orientation for new hires

The above statements are intended to describe some specific duties and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

The Portland Symphony Orchestra is an equal opportunity employer and is committed to diversity, equity, and inclusion in all areas of the organization.