The Oregon Symphony is the sixth oldest major orchestra in the United States and one of the largest arts organizations in the Pacific Northwest, performing over 70 concerts per year at the Arlene Schnitzer Concert Hall in Portland and providing a wide array of musical educational offerings for all ages.
The orchestra is recognized as one of the most successful and innovative symphony orchestras in the nation. On May 12, 2011 the Oregon Symphony made its debut at Carnegie Hall as part of the Spring for Music festival. Writing in the June 6th issue of the New Yorker, critic Alex Ross called our performance "the highlight of the festival and one of the most gripping events of the current season."
Executive Assistant to the President & CEO
The Oregon Symphony is seeking a creative and energetic Executive Assistant to work closely and effectively with the President and CEO to provide critical support for the Oregon Symphony. The winning candidate will possess strong communication, administrative and organizational skills, the ability and flexibility to continually prioritize among competing demands and the ability to work under pressure in a fast-paced environment with a wide variety of activities and information, professionally and with discretion.
THE OREGON SYMPHONY
Founded in 1896, the Oregon Symphony is acclaimed among the nation’s top orchestras and is one of the largest arts organizations in the Northwest. In its 120th year, it is the oldest orchestra west of the Mississippi with 76 professional musicians. OSA produces 90+ concerts annually before an audience more than 200,000 people, primarily at the Arlene Schnitzer Concert Hall in Portland. It presents an end-of-summer concert on the Portland waterfront and travels for performances in Salem, Newberg, and other communities. It also provides an award-winning array of educational and community engagement activities for 60,000 children and adults each year.
THE EXECUTIVE ASSISTANT – ROLES AND REPONSIBILITIES
Reporting to the President & CEO, the Executive Assistant works closely and effectively with the President to provide critical support for the Oregon Symphony. The Executive Assistant actively manages calendars, correspondence, and information on the President’s behalf. Additionally, the Executive Assistant serves as a key point of contact to the board of directors, donors, staff, and others.
The Executive Assistant must be creative and energetic and enjoy working for a large, fast-paced arts organization. He or she will need to exercise keen judgment in a variety of situations, with strong communication, administrative, and organizational skills. He or she will have the ability and flexibility to continually prioritize among competing demands.
The Executive Assistant will manage projects independently and be able to work under pressure with a wide variety of activities and information, professionally and with discretion.
Completes a broad variety of administrative tasks for the President & CEO, including managing an active schedule of appointments, organizing and prioritizing information, clearing phone calls and requests, and compiling data and documents for meetings.
Communicates directly, and on behalf of the President, with Board members, donors, staff, and others.
Researches, prioritizes, and follows up on concerns raised for the President. Proactively determines appropriate course of action, referral, or response.
Serves in a visible role, helping to establish and build relationships crucial to the success of the organization, and manages a variety of special projects.
Reviews and drafts correspondence and maintains contact information in databases such as Tessitura and Outlook.
Additional duties, as assigned by the President.
Board Support and Liaison
Serves as the President's administrative liaison to the Oregon Symphony’s board of directors, communicating frequently and directly with board members individually and as a group.
Prepares agendas and materials in advance of board and committee meetings and drafts meeting minutes following full board sessions.
Maintains discretion and confidentiality in all communications with all board members.
Organizes and executes logistics for Board meetings, including meeting invitations and responses, venue reservations and setup.
Follows up on contacts made by the President and works closely alongside Development Office staff to support the cultivation and stewardship of donor relationships.
Drafts and edits gift acknowledgement letters and other correspondence from the President to donors.
Manages Oregon Symphony events hosted by the President in his home, including planning and executing details, as required.
Provides additional support to the Development Office, as time permits.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Comfort and disposition to serve in a visible and critical role for the organization.
- Ability to establish credibility and maintain trust with board members, staff, and musicians.
- Strong organizational skills, ability to perform multiple tasks efficiently and with attention to detail.
- Strong interpersonal skills to build relationships with board members, staff, musicians, and donors.
- Strong written and verbal communication skills.
- Ability to proactively solve problems and make decisions.
- Emotional maturity, pleasant demeanor, general unflappability, and sense of humor.
- Resourceful team player, with the ability also to be effective independently.
- Proven ability to handle confidential information with discretion, to adapt to competing demands, and to demonstrate the highest level of customer service.
- Ability to achieve performance goals and meet deadlines in a fast-paced environment.
- Critical and forward-looking thinker, who can devise and propose solutions.
- Bachelor's degree or equivalent from four-year college or university preferred.
- 5 years’ experience as an executive assistant, preferably within the non-profit sector and ideally in performing arts or similar environment.
- Ability to accurately track and report business expenses incurred by the CEO.
- Strong working knowledge of Microsoft Office: Word, Excel, PowerPoint; working knowledge of or ability to quickly learn Tessitura database software.
- Research experience and music background helpful, but not required.
- Availability to work some nights and weekends.
To inquire, please submit a cover letter and resume to Careers@orsymphony.org. No phone inquiries, please.
Oregon Symphony Association is an Equal Opportunity Employer.
Founded in 1896, the Oregon Symphony is recognized for its internationally-acclaimed conductors, skilled musicians, diverse performances and outstanding education and community engagement programs. Our mission is sharing live performances with the people in our region.