Executive Assistant & Office Manager

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JOB TITLE: Executive Assistant & Office Manager
CLASSIFICATION: Full time, Non-Exempt
REPORTS TO: Executive Director
COMPENSATION: $50,000 annual salary, plus full-time benefits

JOB SUMMARY

The Executive Assistant & Office Manager will provide essential support to the Executive Director and manage the day-to-day operations of the office to allow staff members to focus on the areas of their work that drive the mission forward and bring in greater funding and resources to the PSO.

QUALIFICATIONS/REQUIREMENTS

· Equivalent to graduation from a four-year college or university. Additional professional or administrative experience may be substituted for the education on a year-for-year basis.

· Enthusiasm for the PSO’s mission

· Ability to be discrete, confidential, professional and diplomatic

· Proven track record of excellent follow-through and accountability

· Outstanding organizational skills and meticulous attention to detail

· Ability to prioritize tasks and execute multiple projects simultaneously

· Ability to work independently

· Self-starter

· Flexible and able to meet changing work needs and demands

· Prior administrative experience required

· Positive, can-do attitude

KNOWLEDGE AND SKILLS

· Proficient with Microsoft Office, including Word, Excel, Powerpoint; Google Suite including Gmail, Drive, Docs, Sheets, Forms

· Digital literacy and facility with online programs and apps

· Smart phone available to support Microsoft Office and PSO Phone apps

· Excellent web and technology skills and comfortable troubleshooting tech issues

· Comfortable learning new technical/computer skills as they arise

· Strong writing, proofreading and verbal communication skills

· Excellent time management skills

· A minimum one year of administrative experience

PHYSICAL DEMANDS AND WORK ENVIRONMENT

· Primarily indoor work, with some outdoor summer fundraising events.

· Noise level is generally moderate to low, increasing in concert settings.

· Frequent sitting, with occasional standing, walking, kneeling, reaching, pushing, pulling, bending, and stooping.

· Ability to lift and carry office products and supplies up to 30 pounds.

· Normal visual acuity, hearing, speaking, finger dexterity, and hand motions required for operating office equipment.

· Proficiency in reading, writing, and communicating both verbally and in written form to exchange and understand routine information.

JOB DUTIES AND RESPONSIBILITIES

Support Executive Director and Leadership in order for leadership to use time and resources to increase fundraising capacity, productivity, impact, and focus on strategic work

· In collaboration with the Development department, support the ED’s cultivation and stewardship of donors including but not limited to drafting regular correspondence and emails and planning events and meetings.

· Serve as key liaison between Executive Director (ED) and key internal and external stakeholders, providing excellent customer service.

· Responsible for meticulous calendar management, including planning meetings, coordinating recurring check-ins and communications

· Provide high level operational and administrative support to ED as needed

· Manage internal communication and prioritization, including flagging and managing action items and tasks, and holding key players accountable to priorities.

· Manage additional professional projects for ED as needed.

· Conduct research and draft communications for ED.

· Complete invoicing, expense reports, reimbursements and travel arrangements for individuals and groups.

· Provide ED with appropriate preparation before meetings and check-ins, including creating agendas, providing reminders about content and action items and tracking follow-up items.

· Other roles as needed to support Executive Director and Staff

Serve as Liaison to Board of Directors

· Oversee board and committee meeting calendars.

· Organize all logistics for board and committee meetings.

· Document, maintain and distribute board related documents, e.g. bylaws, manuals, minutes, rosters, years of service etc.

· Manage communications to board members regarding meetings, events, gatherings, etc.

· Manage Board Website

· Manage booking of meetings, location and caterer

· Record minutes during meetings and distribute to board post-meeting.

Manage Office Logistics

· Maintain general office functions, including office and janitorial supply inventory and ordering, performing regular office rounds to ensure office machines are in order.

· Oversee office storage and file maintenance, including coordination of materials and organization of supplies and storage.

· Support PSO’s technology needs, including system oversight, vendor management and troubleshooting.

· Assist with phones.

· Oversee staff meeting organization (meeting reminders, food, staff reports and materials).

· Manage systems to ensure office is tidy and organized, coordinating kitchen cleaning and organizing.

· Lead office clean-up and organization.

· Act as a liaison with the building management on any suite needs (e.g. carpet cleaning, light fixture replacement, office temperature, etc.).

· Responsible for office vendor relationships (e.g. copier, phones, postage meter, water dispenser).

· Responsible for office celebrations (birthdays, baby showers, etc.) and staff recognitions

· Support large-volume mailings and packet compilations and filing.

· Serve as point of contact through email and over the phone for patron and donor questions and concerns, collaborating with other departments and/or PortTIX to craft responses and resolve issues as needed.

· Process ticket donation requests from local nonprofits.

· Assist with additional general office tasks as needed.

Manage Staff Logistics

· Manage new hire orientation and termination checklists; assign responsibilities as necessary

· Manage benefits enrollments and office orientation for new hires

· Manage benefits termination for departing employees

· Review/approve invoices for health, dental, vision, and other related benefits plans

· Communicate with Finance to ensure benefits deductions are consistent and done properly for payroll

· Daily contact with benefits insurance company as liaison with staff

The above statements are intended to describe some specific duties and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

The Portland Symphony Orchestra is an equal opportunity employer and is committed to diversity, equity, and inclusion in all areas of the organization.

Please email resume and cover letter to jobs@portlandsymphony.org. One PDF is preferred, .doc format accepted. Please use the subject line: Executive Assistant & Office Manager

Job Type: Full-time

Pay: $50,000.00 per year

Work Location: Hybrid remote in Portland, ME 04101