Executive Office Assistant

The Virginia Symphony Orchestra seeks an hourly Administrative Assistant to support the President & Chief Executive Officer and office operations. This position also works closely with the senior leadership team, the Virginia Symphony Board of Directors, and the Virginia Symphony Foundation Board. The Administrative Assistant may also support the VSO’s various community initiatives as a liaison to various internal and external stakeholders. This individual exhibits a high level of professionalism and possesses excellent written and verbal communication skills, and the interpersonal skills needed for successful interaction with VSO patrons, donors, board members, musicians, staff, and artistic leadership. The successful candidate will be a self-starting problem solver, extremely organized with a keen eye for detail, and will possess great customer service skills.

Essential Functions and Responsibilities

Executive Support

·      Coordinate and maintain the President & CEO’s calendar, including Board Committees and other internal and external meetings.

·      Coordinate internal senior team meetings and track action items; attend meetings as necessary. Prepare relevant materials and assist with follow-up as needed.

·      Support the Office of the President & CEO with correspondence and maintaining contact lists, presentation materials, Board Member requests, and general administration.

·      Assist the President & CEO and Board with special projects and board activities, such as strategic planning, job candidate screening, and special events.

·      Maintain and update staff lists and organization charts as needed.

Board of Directors Support

·      Manage operations of the VSO Board of Directors through scheduling and fulfillment of full board and committee meetings and serve as notetaker and conservator of official board minutes, bylaws, and other documentation.

·      Maintain contact lists and other relevant information for the VSO Board of Directors, VSF Board, and ensure timely distribution and updates to senior leadership.

·      Coordinate with the CEO and senior team to execute the annual Board engagement strategy.

Front Office Support

·      Support Box Office operations with outstanding customer service, including handling patron requests and issues, phone orders, assisting with ticket mailings, and prepping tickets on performance days.

·      Manage staff meeting logistics including preparing and distributing agendas and materials, room reservations and setup, arranging food orders, and ensuring A/V needs are met.

·      Assist with onboarding new employees by preparing new employee paperwork, ordering nametags and business cards, and other tasks as needed.

·      Track and manage office supplies and place orders as needed, support maintenance of office equipment, schedule regular service for the printer and mailing machines, and serve as liaison to building management for other maintenance needs.

·      Receive and interact with office visitors.

·      Perform other job-related duties as assigned.

Qualifications

·      Strong problem-solving and time management skills

·      Strong organizational skills, with the ability to work independently and manage highly detailed tasks

·      Excellent communication skills, both written and verbal

·      Discretion and maturity in handling confidential and sensitive information

·      Solid commitment to diversity, inclusion, and equity

·      Previous office management experience preferred

·      Bachelor’s Degree from an accredited college or university preferred

·      Experience with Tessitura (fundraising) software preferred but not required.

Compensation: Up to $35,000 annually based on weekly hours. This position is hourly and does not offer health benefits but includes parking, holidays, and time off as needed.

Schedule: Up to 30 hours per week in-office between 9 and 5. Attendance at full Board meetings, committee meetings, and Virginia Symphony Foundation board meetings is also required, typically during normal work hours. Availability to provide occasional staff support at VSO performances in the evenings and on weekends is preferred but not required and is compensated.

To apply: Interested candidates should submit their resume and cover letter via email to Shannon Kelly, President & CEO, at skelly@virginiasymphony.org. This position is open until it is filled.

VSO Statement on Attracting Candidates from All Backgrounds: Equity, Diversity, and Inclusion are music to our ears! The Virginia Symphony Orchestra is an Equal Opportunity Employer committed to increasing diversity among our applicant pool, our musicians, our staff, our board of directors, and in our program offerings. We strongly encourage people from all backgrounds, especially Black, Indigenous, and all People of Color, as well as people with non-traditional experience and educational backgrounds, to apply for this position.