<p>The Organization The Columbus Symphony has served as central Ohios flagship music organization since 1951 Our musicians conductors chorus and world renowned guest artists enrich the central Ohio community through extraordinary talent passion dedication and the highest standards of musicianship Guided by the artistic vision of Music Director Rossen Milanov the Columbus Symphony offers four programming brands Masterworks Pops Picnic with the Pops and EducationCommunity Engagement This segmented approach innovative within the American orchestra industry is helping the Columbus Symphony to reach new younger and more diverse audiences The Opportunity Do you anticipate needs before they arise and take pride in keeping a fast moving executive and organization operating at their best Do you thrive in a role that requires absolute discretion sound judgement and the ability to manage competing priorities with grace Do you enjoy being the connective tissue of a small high performing team ensuring communications logistics and follow through are seamless Do you bring a mindset of ownership professionalism and continuous improvement to everything from board governance to day to day operations Primary Function This is a unique opportunity to work side by side with the CEO of a dynamic arts organization at a pivotal moment of growth As Executive Assistant & Board Liaison EA you will serve as a trusted partner to the CEO helping to manage the flow of information time and relationships that power the organization You will have direct exposure to senior leadership the Board of Trustees major donors and an ambitious capital campaign As such you will always exercise discretion and often independent judgment on matters of significance This role offers an unparalleled window into nonprofit leadership fundraising governance and organizational strategy It is ideal for someone who is highly organized proactive independent yet collaborative and eager to learn how high level decisions are made and executed Key Performance Objectives KPOs and Indicators KPIs By day 60 Manages the CEOs calendar such that no more than 2 meetings are scheduled back to back without a buffer Ensures all meetings include appropriate transition time from meeting to meeting Maintains at least 4 blocksweek of no less than 30 minutes each for protected thinking time Implements and maintains a complete task tracking system where 100 of assigned tasks are logged; each task has a clear status and next step; no deadlines are missed without prior communication KPIs Weekly calendar review shows 90 adherence to calendar principals including those above as conveyed by the CEO CEO reports timely follow up by EA and ability to focus and minor day of rescheduling that is within the control of the EA By Day 90 Provides useful and concise prep briefs for all priority meetings generally with external parties at least 24 hours in advance Serves as a trusted resource to ensure compliance and consistency in all board related activities Additional KPIs Zero dropped tasks without CEO approval for a continuous 30 day period CEO feels well prepared for meetings and does not need to track or follow up on outstanding items Duties and Responsibilities Executive Support & Time Management Manages a complex and dynamic calendar ensuring the CEOs time is aligned with top priorities balanced between internal and external needs and structured to maximize effectiveness focus and energy Builds and maintains trusted positive relationships with the administrative assistants of the executives for whom scheduling is occurring Receives interacts with and provides hospitality to visitors as needed Drafts correspondence and materials for meetings speeches conferences etc Acts as default note taker for meetings the CEO attends unless specified otherwise Follows up on CEOs To Do items; makes sure the CEO is aware of deadlines dependencies etc Handles executive travel arrangements including arrangements for other CSO staff or board members upon request from the CEO Prepares the CEOs expense reports makes timely submissions and resolves open items Anticipates potential roadblocks to the successful management of the CEOs calendar and To Dos and proactively brings these items and suggestions for resolution to the CEO Board & Governance Support Serves as primary liaison to the board including the Nominating & Governance and Community Engagement & Belonging committees of the board Project manages each board meeting by preparing board meeting agendas packets materials and resolutions coordinating timely submission of reports by senior leaders and board committee chairs taking minutes at board meetings and providing follow up as needed Develops and maintains deep fluency in the organizations bylaws and governance policies Maintains accurate and up to date board records including trustee terms committee lists and board contact information and tracks related deadlines Provides smooth professional communication with board members and their staff senior staff and other appropriate stakeholders Compiles and distributes board communications including the weekly newsletter invitations and other updates or requests at the direction of the CEO Oversees the cultivation and onboarding process for prospective and new Trustees working closely with the CEO and Chair of the Nominating & Governance Committee Under the direction of the President and CEO provides concierge ticket service to CSO board members and key stakeholders for events in Columbus and travel related events Organizational Planning and Presentations Helps plan and coordinate internal meetings including Leadership Team All Staff and Orchestra gatherings making room reservations coordinating catering testing IT equipment etc Creates agendas presentations packets and slide decks; prepares transports and distributes electronic and hard copy documents for a wide variety of public and private meeting environments both virtual and in person Maintains positive trusted relationships for the CSO especially between CEO and the Staff board members Orchestra Committee union leaders and all musicians Maintains files and records for the Executive department leadership team and board including the Strategic Plan Operational Plan and To DosIssue Logs Office Management Assists with the management of the Executive departmental expense budget reports on variances and assists in the annual forecasting process Onboards CSO employees to CSO specific processes and procedures Oversees office equipment including copiers and printers coordinating with CAPA IT and vendors to ensure functionality and timely maintenance Identifies and communicates needs for collateral supplies needed by the Executive department including branded folders letterhead notecards envelopes etc Maintains office supplies and materials inventory including proactive ordering Submits and tracks facility maintenance or parking garage related requests in the absence of the General Manager ensuring timely resolution of issues Functions as backup to the General Manager regarding office safety and fire captain duties Other Duties This job description is not designed to cover or contain an exhaustive listing of duties responsibilities and key performance objectives that are expected of the employee Further job related duties responsibilities and key performance objectives may change or new ones may be assigned from time to time Knowledge Skills and Abilities Ability to maintain strict confidentiality and handle sensitive information with professionalism and discretion is critical Attention to accuracy and detail is critical Proactive and solutions oriented Sound independent judgment in coordinating executive calendars and screening CEO meeting requests and phone calls Strong administrative scheduling meeting management reporting and organizational skills are critical Proven track record of effectively interacting with senior management and ability to work strategically across departments Ability to establish priorities between multiple projects and daily tasks work independently and proceed with objectives without supervision while also aligning with the CEO Strong verbal and written communication skills including knowledge of business communication like letters memoranda minutes and reports Knowledge of office systems including effective physical and digital record keeping Experience with typical office software programs including Microsoft Office and Adobe Acrobat products leveraging advanced functionality Ability to create engaging informative professional presentations of text data and images Credentials and Experience Bachelors degree in business communications or a related field is preferred but not required Typically 3 5 years of experience in an executive assistant role ideally including board preparation and communication are needed to have sufficient experience and judgement to perform this role of this size and complexity Prior work experience in the arts or a 10m 25m non profit organization preferred The base salary for this exempt position is 65000 70000 Special Requirements Ability to work a flexible schedule to accommodate the needs of the organization including occasional nights and weekends especially during CSO events or in support of the CEOs work related priorities and schedule such as before or after business hours external meetings travel or time sensitive duties such as mailings holiday and other special event gift deliveries etc Ability for CEO Senior Staff and Board of Trustees to make contact on urgent matters outside of office hours is required CSOs EEO Statement The Columbus Symphony Orchestra CSO is an Equal Opportunity Employer CSO does not discriminate in its employment decisions on the basis of race religion color national origin sex pregnancy lactation status gender identity or expression sexual orientation age disability veteran or military status genetic information or any other protected status</p>