The New World Symphony (NWS) prepares graduates of music programs for leadership roles in professional orchestras and ensembles. Since its co-founding in 1987 by Artistic Director Laureate Michael Tilson Thomas and Lin and Ted Arison, NWS has helped launch the careers of more than 1,200 alumni worldwide. In 2022 Stéphane Denève was named Artistic Director of the New World Symphony. Artistic excellence, connection to audiences, engaging communities and entrepreneurial activities are pillars of the experiential curriculum. Diversity, equity and inclusion are high priorities for the NWS and are critical in the preparation of Fellows for leadership positions. NWS pursues its work in a Frank Gehry-designed campus that is uniquely suited to embrace the digital future of education and artistic expression. 

POSITION SUMMARY

The Executive Assistant supports the Executive Vice President of Institutional Advancement (EVP) and the President & CEO (CEO), reporting to the Vice President and Head of Trustee Engagement (VP). They will be involved in the daily operations of the Executive and Institutional Advancement (IA) offices and work with constituencies across the organization.  This role requires excellent interpersonal skills, project coordination experience, and the ability to work well with a wide variety of people in various settings. 

DUTIES AND RESPONSIBILITIES

• Manage calendars for EVP and CEO, in coordination with the VP
• Prioritize tasks for EVP and CEO, and prepare materials to support daily agendas
• Support EVP, CEO, and VP efforts to cultivate and steward relationships with major donors and prospects including scheduling meetings and preparing materials and presentations
• Draft correspondence, agendas, acknowledgements, and edit collateral
• Coordinate scheduling and preparation for IA departmental meetings, selected staff meetings, and selected external cultivation events
• Manage applicable meeting logistics including room reservations and setup, distribution of materials, food setup, and testing of IT equipment; record and draft minutes for select meetings
• Support aspects of Board committee work, including Development, Digital Strategy, and Nominating & Governance committees, in coordination with Director of Research and Campaign Stewardship and VP
• Maintain supplies of collateral
• Field phone calls for EVP and CEO
• Book business travel for EVP and CEO
• Receive and interact with visitors as needed
• Organize EVP and CEO files
• Maintain accurate records in donor database
• Manage Executive departmental expense budget, report on variances, and assist in the annual forecasting process
• As needed, assist in managing IA departmental expense budget and report on variances
• Process EVP and CEO expense reports
• Attend and assist with selected events and concerts
• Monitor office practices and processes for improvement
• Contribute to and help to steward NWS’s inclusive and collaborative team culture
• Perform other job-related duties as assigned

EDUCATION AND EXPERIENCE

• Bachelor’s degree from an accredited college or university and one to three years of experience in an administrative setting; an equivalent combination of education and experience may be considered
• Experience working as executive support staff or similar position is desired

KNOWLEDGE, SKILLS AND ABILITIES   

• Strong verbal and written communication skills   
• High degree of organization and attention to detail   
• Ability to interact positively and sensitively with a wide variety of people in various settings; strong team/relationship building skills
• Ability to maintain confidentiality and exercise the utmost discretion
• Ability to multitask, set priorities, and meet deadlines   
• Strong commitment to equity, diversity, and inclusion  
• Proficient in Microsoft Office applications; experience with Tessitura and/or ArtsVision is desired   
• Knowledge of classical music is a plus
• Previous fundraising experience is a plus
• Fluency in English is required; fluency in Spanish is a plus  
• Excellent independent judgment, ability to problem-solve, work independently, and excel in a high-performance environment

PHYSICAL REQUIREMENTS

• Ability to occasionally work a varying schedule, including some nights and weekends

BENEFITS: NWS offers an excellent benefits package to eligible employees including medical, dental, vision, long and short term disability, life and AD&D, 401(k), generous paid time off and comprehensive flexible work arrangements program.

EEO STATEMENT: The New World Symphony is committed to creating a diverse and inclusive environment and is an equal opportunity employer. The New World Symphony prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, veteran status, genetics, disability status or any other characteristic protected by federal, state or local laws. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.