Tuesday, January 5, 2010

Secretary to the Board of Trustees & Assistant to the Finance Department and Music Director, Pittsburgh Symphony Inc. - Pittsburgh, PA

Posted: 1/5/10

Status: Exempt, Full-Time

JOB PURPOSE AND REPORTING STRUCTURE

Plan and manage activities related to and in support of the Board of Trustees of the Pittsburgh Symphony.
Provide administrative support to the Managing Assistant to the President and to the Vice President and CFO of the Pittsburgh Symphony Orchestra.
Report directly to the Managing Assistant to the President

ESSENTIAL ADMINISTRATIVE DUTIES AND RESPONSIBILITIES

Administer and attend all Board, Executive, Governance and Investment Committee meetings.
Schedule and arrange logistics for regular Board, Executive, and general business meetings, including announcements, preparation of information packets, presentation material and minutes. Arrange equipment (if required), musical performances, on-site and off-site catering, and rental needs for above meetings. Manage special presentations.
Support the VP & CFO to schedule and arrange logistics for Finance, Investment and Audit Committee meetings, including announcements, preparation of information packets, presentation material and minutes.
Plan and implement Annual Meeting, Board retreats, special Board training and other events. Act as liaison to the Board of Directors.
Coordinate the annual Board orientation meeting for the Pittsburgh Symphony Orchestra.
Maintain governance records, such as by-laws, terms, attendance.
Coordinate, edit and publish semi-annual Board Bulletin.
Develop communications tools and records and provide assistance to Board members for their work in support of the Pittsburgh Symphony.
Maintain Board database, Board website and specific Finance Department databases.
Manage the Board Budget accurately and in a timely manner.
Perform general office duties – typing, filing, copying, maintaining office files and sorting and distributing daily mail. Process correspondence, email, mail and faxes.
Provide support by greeting visitors, answering phones, fielding inquires politely, efficiently and accurately.
Convey policies and procedures of the organization internally and externally.
Ability to work in and adapt to a rapidly changing work environment.
All other duties as assigned.

ESSENTIAL DUTIES & RESPONSIBILITIES AS ASST. TO THE MUSIC DIRECTOR:

Manage the professional and personal schedule of the Music Director.
Coordinate, prepare and oversee Music Director’s domestic and international PSO schedule of concerts, rehearsals, auditions, interviews, meetings, social events, personal appointments.
Liaise with Music Director’s foreign and domestic management, orchestra personnel manager, PSO musicians, Board and others as necessary.
Assist with and prepare correspondence.
Maintain Music Director’s files.
Arrange for: - air, ground, hotel reservations

cleaning of Heinz Hall studio and personal apartment
concert tickets
flowers / gifts
dinners / parties (guest list, invitations, menus, etc)

All other duties and special projects as assigned.

EXPERIENCE

Minimum three to five years of experience supporting executive level staff. Strong administrative skills required.
Effective business writing, organizational, communication, and interpersonal skills required.
Must have good attention to detail with high degree of accuracy and follow-through.
Proficient typing, transcription, Microsoft Word, Excel and PowerPoint skills required. Proficient email skills, including scheduling, required. Tessitura experience preferred.
Demonstrated ability to handle multiple priorities, confidentially, with the highest level of professionalism in a fast-paced environment.

EDUCATION

College degree preferred.
Will consider candidate with Associates degree or equivalent job experience and at least five years administrative experience.

OTHER INFORMATION

Job position may be modified to best fit specific skill set.
May be required to attend meetings or events during evening and weekend hours.

TO APPLY: Please forward cover letter and resume to ldonnermeyer@pittsburghsymphony.org by January 14, 2009.

No phone calls please.

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