Executive Administrative Assistant

**Job Description - Executive Administrative Assistant**

**General Responsibilities**

**Specific responsibilities include**:

- **Executive Administration and Support of the CEO**:_
- Provides the CEO with project management support for executive initiatives including the creation and implementation of strategic planning documents and the regular tracking of organizational progress against the Strategic Plan.
- Provides advanced document processing, preparation of external reports, presentations, spreadsheets, forms, and letters; drafts and provides copy editing of executive correspondence
- Supports the CEO in government advocacy initiatives and strategic communications with elected officials.
- Manages the calendar of the CEO and serves as the main point of contact for the administrative staff to communicate with the CEO and Music Director.
- **Government and External Foundation Grant Management**:_
- Maintains a detailed tracking calendar of all grants and final reports. This includes staying informed about new funding opportunities, programs, and changes.
- Assembles final grant packages for review and approval by the CEO, and arranges for their timely submission.
- **Artistic Administration**:_
- Arranges and confirms travel, hotel, hospitality, and other services for out-of-town artists based on the annual rehearsal schedule
- Schedules ground transportation for all out of town artists with volunteer drivers or car service
- Acts as liaison for guest artists and their agents in relation to publicity, travel, and accommodation, including being ‘on call’ on occasion.
- Prepares welcome packages for guest artists with detailed information on rehearsals, performances, receptions, and other useful information.
- Assists with venue scheduling and contracting as part of annual season planning in collaboration with the Orchestra Manager, CEO, and Director of Artistic Planning
- Assists with preparation and tracking of annual artistic and production budget
- Drafts guest artist contracts based on information from the Director of Artistic Planning
- Provides administrative coordination for orchestral auditions, including being present at auditions, posting vacancies, and communication with auditionees
- **Board Liaison**:_
- Schedules regular Board meetings and committee meetings
- Coordinates the annual AGM and any other Extraordinary General Meetings of the Board
- Coordinates and distributes monthly reports, new Board member orientation package, Board manuals, and other documents
- Ensures Board manuals and other documents are kept up to date under the guidance of the Board Governance Committee
- Attends Board and select committee meetings to record minutes and follows up on action items
- Oversees compliance with society bylaws and policies, and the BC Societies Act
- **Office Management**:_
- Maintains regular timely contact with landlord, phone, copier and other technical vendors and arranges service calls as needed.
- Maintains memberships with service organizations such as Orchestras Canada, League of American Orchestras, BC Arts Alliance etc.
- Confirms approval of and reports on major office expenditures to the Finance Director.
- Makes regular bank deposits, does office invoice coding and tracking, especially for administrative credit cards, office/administrative expenses, some artistic/production expenses, and CEO expenses
- Answers VS administrative phone line and answers questions or directs calls appropriately
- Maintains stock of office supplies.
- **Human Resource Administration**:_
- Registers and tracks new employee completion of any necessary professional training programs (e.g., Anti-Harassment training and Cyber Security training).
- Manages new employee office orientation and access, including keys, alarm system, evacuation plan, etc.
- In collaboration with the Director of Finance, suggests and makes annual updates to the Employee Handbook.
- Oversees and manages the safety of employees and clients as “Acting Safety Officer”.

**Qualifications**:

- Bachelor’s degree in business administration, arts administration, or similar field; experience may be considered in lieu of a degree.
- Excellent written and verbal communication and presentation skills.
- Must have strong skills in MS Office suite and be familiar with other office tools like Zoom, Basecamp, or similar. A general aptitude for adopting new technology is an asset.
- A self-starter, who can manage duties and tasks independently.
- Highly organized with the ability to manage multiple calendars, priorities and on-going projects. Must be able to ‘connect the dots’ between the executive office and the organization.
- A high level of emotional intelligence, a positive attitude and the ability to forge relationships. Skilled at assessing and aligning individuals with goals and objectives.
- A genuine interest and enthusiasm for classical music preferred
- Able to maintain confidentiality and exhibit professionalism at