Executive Assistant
Organization: Louisville Orchestra
Job Title: Executive Assistant to the Chief Executive and Music Director
Reports to: Chief of Staff
FLSA: Full-time, Exempt
BACKGROUND TO THE LO
The Louisville Orchestra has long had a strong reputation for innovation, creativity, and excellence. With an annual operating budget of $13M, 58 full-time musicians, and a 34-week performance season, it is currently an organization that is changing the very idea of what a 21st century orchestra can be and do. Under the leadership of Music Director Teddy Abrams, the Louisville Orchestra is well on its way toward achieving its goal of being “the most interesting orchestra on the planet.”
https://vimeo.com/743736311/2791647250
Job Summary: Reporting to the Chief of Staff, the Executive Assistant works closely and effectively with the Chief of Staff to provide critical support equally for the Chief Executive and Music Director. The Executive Assistant actively manages calendars, correspondence, and information on behalf of the Chief Executive and Music Director. Additionally, the Executive Assistant serves as a key point of contact to the board of directors, donors, staff, musicians, and others.
The Ideal Candidate: The Executive Assistant must be professional, focused, diligent and enjoy working for Louisville’s leading arts non-profit organization. They will need to exercise keen judgment in a variety of situations with strong communication, administrative and organizational skills. They will have the ability and flexibility to continually prioritize among competing demands. The Executive Assistant will manage a wide variety of projects independently, professionally, and with discretion for the Chief Executive and Music Director. The ability to manage confidential information is essential, and familiarity and comfort with classical music, orchestras and the performing arts is strongly desired.
Main Areas of Ownership
- Executive Support
- Board Support and Liaison
- Development Support
- Music Director Support
Duties and Responsibilities – Chief Executive:
Executive Support
- Completes a broad variety of administrative tasks for the Chief Executive including managing an active schedule of appointments, organizing and prioritizing information, and compiling data and documents for meetings.
- Act as primary contact for the Chief Executive in external scheduling and communication, and act as an effective internal conduit for scheduling and communication.
- 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 database information on behalf of the Chief Executive.
- Accurately tracks and reports business expenses incurred by the Chief Executive, as well as makes all travel arrangements.
- Additional duties as assigned by the Chief Executive.
Board Support and Liaison
- Prepares agendas and materials in advance of board and committee meetings, and drafts meeting minutes following each meeting.
- Maintains discretion and confidentiality in all communications with board members.
- Organizes and executes logistics for Board meetings, including meeting invitations and responses, venue reservations, and setup.
Development Support
- Follows up on contacts made by the Chief Executive and works closely with Development Staff to support the cultivation and stewardship of donor relationships.
- Drafts and edits correspondence from the Chief Executive to donors.
- Manages events personally hosted by the Chief Executive.
- Provides additional support to the Development office, as time permits.
Duties and Responsibilities – Music Director:
Music Director Support
- Maintains Music Director’s calendar and coordinates all related detail.
- Coordinates and disseminates information to appropriate staff about the Music Director’s activities in Louisville and with the Louisville Orchestra. Liaises between LO and other parties relating to the Music Director’s projects, including communication with artists and external partners.
- Sorts, reads, and prepares responses to mail and e-mail messages for Music Director. Maintains file of all correspondence. Responds to phone calls and messages.
- Coordinates travel, hotel, and ground transportation arrangements for the Music Director. Obtains reimbursements as needed from other orchestras and festivals.
- Coordinates with Production department on rehearsal and performance needs for the Music Director.
- Coordinates with Marketing, Education, and Development departments on media, PR, and personal appearance activities for Music Director. Responds to requests for Music Director’s time and appearances.
- Manage select aspects of the Music Director’s personal business as requested, including managing events in Music Director’s home.
- Maintains detailed and up-to-date files on Music Director’s LO and person business.
Other duties as assigned by the Chief Executive and Music Director
Education:
Bachelor’s Degree in arts administration, fine arts performance, business, or related field required
Experience and Skillset:
- 1-3 years of related experience
- Familiarity with classical music, music education, and the entertainment industry is preferred.
- Comparable artistic/project management experience desired.
- Comfort and disposition to serve in a visible and critical role for the organization.
- Discretion and ability to handle complex and confidential matters
- Critical and forward-looking thinker, who can devise and propose solutions.
- Strong organizational skills, ability to perform multiple tasks efficiently and with attention to detail.
- Emotional intelligence and a sense of humor are a must.
- Resourceful team player, with the ability to be independently effective.
- Availability to work nights and weekends as necessary.
To Apply:
Please send a cover letter including salary requirements along with your resume to:
Nathaniel Koch, Chief of Staff
nkoch@louisvilleorchestra.org
Please, no phone calls.
