Executive Assistant to the President & Secretary of the Board of Trustees
Assumes all responsibilities associated with supporting the work, responsibilities, and activities of the President, while also serving in the Board of Trustees officer position of Secretary.
PRINCIPAL DUTIES AND RESPONSIBILITIES
Executive Assistant to the President
1. Support the President in successfully carrying out his/her responsibilities in a fast-paced, high-profile environment.
2. Provide administrative assistance such as drafting and editing correspondence, managing flow of email correspondence, tracking and managing requests for approval, filing and retrieving of documents.
3. Organize meetings including scheduling, sending reminders, tracking attendance, and arranging for catering when necessary.
4. Manage the President’s calendar, including making and accepting appointments, responding to requests for speaking and other engagements, prioritizing the most sensitive matters in order to optimize his/her effectiveness.
5. Organize full staff meetings and agendas therefor.
6. Facilitate access to the President for direct reports, other members of the administration, musicians, trustees, donors, etc..
7. Act as a resource for general information flowing in and out of the President’s Office.
8. Book travel and accommodations, create itineraries.
9. Screen and answer phone calls.
10. Manage and track President’s Office budget.
11. Record personal time off for senior management
12. Liaise with the Ravinia Festival for parking and concert tickets
13. Welcome visitors to the President’s office.
1. Maintain all Board records (Bylaws, minutes, policies, membership, terms, attendance, Trustee Directory and other related information).
2. Schedule, attend and take minutes for Board, Executive Committee and other trustee committees.
3. Assist Board Chair with communication to trustees, annual establishment of committee membership, organization of meetings, correspondence, etc.
4. Understand and carry out activities in accordance with the bylaws.
5. Plan and organize the Annual Meeting.
6. Manage all correspondence, communication and mailings related to the Board and President’s Office.
1. Reports to President.
2. Direct interaction with Board Chair and Committee Chairs and all Senior Management and their Assistants.
KNOWLEDGE, SKILLS, AND EXPERIENCE REQUIRED
1. At least 3-5 years demonstrated executive secretarial, meeting planning, administrative and project management experience supporting a top-level executive at a similarly complex organization.
2. Ability to understand the underlying governance requirements of an institution with the complexity of the CSOA.
3. Ability to effectively and efficiently direct the flow of information in and out of the President’s Office.
4. Discretion and confidentiality are paramount.
5. Professionalism, diplomacy and tact in dealing with diverse groups of trustees, musicians, staff and business leaders.
6. Ability to anticipate needs and take appropriate initiative.
7. Ability to prioritize and work well under pressure.
8. Formal education or equivalent experience.
9. Excellent verbal, written and organizational skills, as well as attention to detail.
10. Excellent computer skills to include all Microsoft Office Suite programs.
11. General knowledge of classical music helpful.
The CSOA is an equal opportunity employer where all qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, sex, sexual orientation, gender identity, religion, disability, age, genetic information, veteran status, ancestry, or national or ethnic origin. We value diversity and inclusion and seek to build and maintain a community and culture that celebrates and values diverse backgrounds, identities, and perspectives. We consider equivalent combinations of experience and education for jobs, and all candidates who believe they possess equivalent experience and education are encouraged to apply.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.