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Careers

Executive Assistant

The Executive Assistant will work closely with the President and CEO and the Vice President of Advancement to provide partnership and a full range of executive administrative support, serving as the main point of contact for executives’ schedule.  Build trusted partnerships with the members of the executive leadership team, key leaders across the organization, board members, donors, and community leaders to advance the work of the Minnesota Orchestra.

We believe every employee is essential to the success of the organization and critical to accomplishing our mission. Our working relationships are based on Respect for each other as individuals, confidence in one another, and a genuine desire to actively Listen and Collaborate with each other.

Essential Functions:  

  • Partner with executives to support progress toward organizational goals
  • Understand organizational strategic priorities and dependencies
  • Proactivity manage all aspects of the executives’ calendars
  • Manage sensitive and confidential information with complete discretion
  • Liaise with board members, donors, and community leaders to represent the executives’ offices with warm and gracious hospitality and appropriate levels of responsiveness and detail
  • Prepare correspondence including emails, memos, letters, and other documents
  • Proactively coordinate with colleagues to prepare agendas and materials for meetings, allowing adequate time for review
  • Plan and execute special events, including the coordination of agendas and materials, budgets, logistics, and catering needs
  • Attend meetings on behalf of executives, as requested; take notes, gather follow up action items, and identify who is accountable for next steps
  • Coordinate and plan all aspects of travel
  • Maintain files to ensure confidentiality and accessibility
  • Manage and prioritize incoming phone calls and other messages
  • Screen incoming email and correspondence, if requested
  • Track receipts and reconcile monthly expense reports for executives
  • Manage time off requests for President and CEO’s direct reports

 Minimum Qualifications, Skills, and Abilities:  

  • Bachelor’s Degree in relevant field, or the equivalent amount of training and hands on experience sufficient to perform the essential functions of the position
  • 8+ years of executive administrative support experience, including at least 2 years supporting senior executives
  • Demonstrated ability to manage multiple priorities and deadlines with excellent attention to detail
  • Demonstrated ability to manage confidential and sensitive information
  • Possess high levels of professional discretion and judgment
  • Ability to effectively communicate with internal stakeholders, external suppliers, vendors, or other entities
  • Demonstrated aptitude to gather, validate and analyze various types of data
  • Ability to collaborate with others to identify and solve issues or make proactive recommendations
  • Excellent interpersonal, communication and conflict resolution skills to work effectively and diplomatically with diverse personalities and high-level professionals
  • Ability to act proactively and anticipate potential needs
  • Ability to improvise and respond to unusual circumstances and requests with an attitude of service and flexibility
  • Demonstrated ability to deliver accurate and timely work product

 Technology/Equipment:

  • Advanced proficiency in MS Office Suite with emphasis on Outlook, Word, and PowerPoint
  • Working knowledge of CRM systems

For consideration, submit resume and cover letter to: This email address is being protected from spambots. You need JavaScript enabled to view it.