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.

Please mention that you heard about this opportunity from Dewey & Kaye Jobs Watch in your cover letter when applying for this position.

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