Executive Assistant to the CEO

Handel and Haydn Society Executive Assistant and Relationship Management

Reports to: President/CEO

Description:

The Executive Assistant and Relationship Management (EA) is a key member of the executive office providing support to the President and CEO. The EA manages calendars and assists with communications with the staff Board donors patrons and other important internal and external constituencies. The EA serves as a liaison between departments to accomplish any task or duties assigned by the President/CEO.

The EA plays a key role in ensuring a smooth implementation of major gifts planned giving and comprehensive campaign activities. The EA will also provide support to the Development department as they work with the President/CEO and Board. This position offers opportunities for mentoring and
growth.

Primary Duties and Responsibilities:

• Provide support to the President/CEO in a variety of capacities including meeting/call coordination travel arrangements invoice and expense reporting and assist with completion of specially assigned projects

• Assist the President/CEO in building effective high-quality relationships with the Board staff donors ticket buyers musicians and other constituencies.

• Manage correspondence to donors as managed by the President and CEO; timely preparation of proposals and other materials as required. Schedule meetings and maintain calendars.

• Ensure briefings for meetings with major gifts prospects are scheduled.

• Support the Major Gifts Officers (MGOs) and the Development team with fundraising efforts for major gifts and institutional giving to fulfill annual goals.

• Coordinate with the VP of Development to ensure weekly cash projections and fundraising updates are communicated to the President/CEO.

• Maintain donor and board relationship management in Tessitura database for overall tracking of major gift and campaign prospects providing reports and internal tracking documents and assisting with data entry as needed.

• Prepare correspondence that conforms to the style and voice of the sender for use by the President/CEO VPD and major gifts staff for a variety of purposes including invitations and high-level follow up from events.

• Conduct prospect research as directed utilizing cultivation history in database and iWave - donor research tool - and assist with prospect and donor screening.

• Utilize Tessitura analytics to pull overdue plan steps for portfolio managers and arrange meetings.

• Collaborate with Development Associate to support the pledge tracking and acknowledgement letter process for donors and Board.

• Prepare materials handouts and packets for donor solicitation and stewardship meetings and monitors supply of major gifts materials.

• Prepare prospect lists for periodic screening/review for internal campaign meetings with staff as well as meetings with volunteers.

• Collaborate and coordinate with development team to track/reconcile/update campaign prospect notes statuses and giving data.

• Coordinating with the Development Events and Operations Manager help plan prepare for execute and attend major gifts planned giving and campaign-focused events.

• Provide administrative support for events including the 1815 Society planned giving program.

• Other duties as assigned.

Board Support:

• Serve as the lead staff person responsible for Board and Committee meetings and working to make meetings of Boards Committees and Task Forces as efficient and effective as possible.

• Work with senior team Board and Committee chairs to plan all Board meetings the Annual Meeting and Board Committee and Task Force meetings.

• In coordination with chairs and the executive leadership team ensure that this planning is strategic and proactive and that all such meetings are run with a high degree of excellence and professionalism consistent with the HH brand.

• Among the duties included are annual work plans and evaluations for each committee preparing agendas and materials making room reservations taking minutes preparing handouts and PowerPoint presentations organizing catering and managing all follow-up activities associated with such meetings.

Qualifications:

• Bachelors degree and 3-5 years of related professional experience.
• Strong interpersonal and communication skills.
• Strong research organizational problem solving and time management skills.
• Ability to work independently within a fast paced and deadline driven environment.
• Ability to exercise appropriate level of professionalism and discretion when dealing with information of a highly confidential nature.
• Familiarity with Microsoft Office Google Workspace Zoom and Tessitura preferred.
• Position requires regular business hours (Mon-Fri 9-5) as well as some evening and weekend for concerts meetings and events support.
• Position is expected to support front of house activities at all HH subscription concerts.

HH respects every individuals unique journey through life and will welcome personal statements which can deepen our understanding of any candidates qualifying experiences. An equivalent combination of education and/or experience may satisfy these minimum qualifications. We appreciate all interest in this opportunity and look forward to responding to candidates whose experience most closely aligns with this position description.

Compensation: $70-80K

The Handel and Haydn Society is an equal opportunity employer and is committed to diversity in the workplace by maintaining a staff that represents the traditions and voices of contemporary Boston.

Required Experience:

Chief