Executive Assistant

WHAT WE DO Founded in 1910, the San Diego Symphony Orchestra is the oldest orchestra in California and one of the largest and most significant cultural organizations in the region. Each season, the Orchestra performs for over 250,000 people, offering a wide variety of programming at its two much-loved venues, the Jacobs Music Centers Copley Symphony Hall in downtown San Diego and the Symphonys one-of-a-kind waterfront concert venue, The Rady Shell at Jacobs Park. This is an incredibly exciting time in the Symphonys history, with last months re-opening of Jacobs Music Center after a 3-year $125 million dollar renovation. This world-class venue incorporates innovative new acoustic and lighting technology, while preserving the historic design of the 100-year-old venue. Under the direction of Musical Director Rafael Payare, the orchestras 82 full-time musicians represent graduates of the finest and most celebrated music schools around the world. The San Diego Symphony Orchestra also serves as the orchestra for the San Diego Opera, as well as performing at several regional performing arts centers around southern California. In addition, the Symphony has provided comprehensive music education and community engagement programs for over 30 years, reaching more than 65,000 students annually and bringing innovative programming to San Diegos diverse neighborhoods and schools. Please visit https://www.sandiegosymphony.org/ for more information. LEADERSHIP & CULTURE President and Chief Executive Officer (CEO) Martha A. Gilmer has served as the administrative leader of the San Diego Symphony for the past 10 years, overseeing multiple innovative projects during her tenure. A transformative leader within the orchestral world, Martha is known for her extensive collaborations with many of todays most talented guest artists and composers. Prior to joining the San Diego Symphony, she spent more than three decades with the Chicago Symphony Orchestra Association, ultimately serving as Vice President for Artistic Planning and Audience Development. Under Marthas leadership, the Symphony has strengthened its financial resources, opened two incredible venues, and significantly expanded its community engagement and programming. The organization is excited to welcome the new Executive Assistant, who will join a team of 82 staff hailing from a wide variety of backgrounds, but united in their passion for music and the arts. COMPENSATION & BENEFITS Salary $80,000 / $38.46 per hour Nonexempt and overtime-eligible Medical, dental, vision, AD&D, life insurance, and long-and short-term disability insurance FSA 401(k) PTO: 10 paid days off, 12 paid sick days, 10 paid holidays Employer-paid parking LOCATION This is an onsite position, based in the San Diego Symphony office, located at 1245 Seventh Ave., San Diego, CA 92101. Parking is provided. POSITION SUMMARY The Executive Assistant (EA) provides administrative support to the CEO, ensuring smooth day-to-day operations of the San Diego Symphonys executive offices. This role will provide additional support to the Artistic Consultant, Gerard McBurney as needed. This position also assists the Director, Executive Office and Board Relations, supporting the Symphonys Board of Directors and Foundation Board, as well as a wide range of internal and external constituents and stakeholders. The EA position became available due to a recent internal promotion and will benefit from working closely with Elizabeth Larsen, who previously held the position from 2019-2024. This high-volume, highly visible role requires the ability to work independently on projects, from conception to completion, and manage the CEOs busy schedule. It is critical that the EA be proactive in anticipating needs and addressing unforeseen developments, enabling the executives to be as efficient and effective as possible in serving the organization. The role requires someone who brings a project management mindset with attention to detail in everything they do someone who enjoys working behind the scenes to support their executives and make things happen. Anticipated focus allocation for this position: Calendar management, agenda setting, and scheduling 70%. Board, Committee, and Foundation Support 15%. Travel, reservations, logistics, and expense reports 10%. Project management 5%. DUTIES & RESPONSIBILITIES President & CEO Support: Serve as the primary conduit to the President & CEO, maximizing her time and efficiency according to shifting priorities. Oversee all communication and correspondence between the President and CEO and Board of Directors, as well as between the President and CEO and administrative staff, artistic personnel, donors, and other constituents. Manage executive calendars and email accounts that are both complex and constantly in flux to accommodate rapidly developing organizational and business requirements. Anticipate administrative support needs as or before they may arise. Organize complex domestic and international travel itineraries and prepare CEO expense reports. Maintain the President and CEOs Donor Call List in Tessitura. Board of Directors and Foundation Support: Support the Board of Directors, attending all board meetings, retreats, and special events, ensuring compliance with bylaws. Plan, attend, support, and record minutes for Board and Executive Committee meetings as well as notes for the Audit, Finance, Institutional Advancement, and the Nominating and Governance Committees. Prepare conference rooms for in-person Board meetings (including food and beverage set up, printing agendas and any other meeting materials, placing nameplates, running the meeting slide deck, and room clean up after the meeting). Organize individual recognition for board members. Provide general administrative support such as preparing and distributing other materials through the online platform Board Effect and internal SharePoint drive. General Office Support: Provide additional support to the Artistic Consultant Gerard McBurney, as required. Manage President and CEOs concert guests for outdoor and indoor concerts, including invitations, ticketing, parking, placing dinner orders, and compiling weekly important guest lists for each concert. Assist with event planning, including the annual members meeting reception, annual board dinner, board orientation, board retreat, annual Symphony holiday party, and all staff meetings. Schedule and coordinate quarterly all-staff meetings and monthly Symphony chats with the Human Resources Director. Maintain Patron Letter spreadsheet and files. Ensure the overall flow and efficiency of the Symphonys administrative functions. BACKGROUND PROFILE Minimum 5 years of demonstrated experience supporting VP and C-level executives. Non-profit experience desired. Passion for, and/or experience supporting music or other performing arts-based organizations a plus. Outstanding writing, editing, and proofreading skills. Focus on professionalism, efficiency, attention to detail, and long-range planning. Brings attention to detail and a focus on long-range planning. Ability to navigate the nuances and complexities of a large performing arts organization, including balancing multiple, and sometimes conflicting, priorities. Capable of working independently on projects from conception to completion. In-depth experience directing the flow of information in and out of the CEOs office. High degree of maturity and discretion. Able to exercise good judgment and discernment in a variety of situations. Exhibits diplomacy and tact in dealing with diverse stakeholder groups including trustees, musicians, staff, and donors. Superior organizational skills with acute attention to detail. Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint).