Administrative Assistant

Administrative Assistant

Minneapolis MN

Department: Finance

Reports To: Chief Financial Officer
Classification: Exempt
Status: Regular full-time
Direct Reports: None

Salary Range: $70000 to $75000 annually

Position Summary

The Administrative Assistant provides high-quality administrative and operational support primarily to the Chief Financial Officer and additionally supports the Vice President of People & Culture Vice President of Artistic Planning and Vice President of Orchestra and Production. This role exercises independent judgment and discretion while ensuring smooth day-to-day coordination of calendars meetings communications and administrative processes.

The Administrative Assistant will regularly handle confidential and sensitive information and is expected to exercise sound judgment discretion and professionalism. This position works collaboratively across departments and serves as a key administrative partner within the Finance team and broader executive leadership group.

About the Minnesota Orchestra:

The Minnesota Orchestra is a Grammy Award-winning orchestra known for acclaimed performances in Minnesota and around the world a storied history of recordings and radio broadcasts innovative educational engagement programs and a commitment to new orchestral music. Founded by Emil Oberhoffer in 1903 as the Minneapolis Symphony Orchestra the organization was the eighth major orchestra established in the United 1911 it began a series of childrens concerts under the sponsorship of the Young Peoples Symphony Concert Association (YPSCA) which continues to this day. Early in the 1920s the orchestra was one of the first to be heard on recordings and on the radio playing a nationally broadcast concert with guest conductor Bruno Walter in 1923. In 1968 the orchestra changed its name to the Minnesota Orchestra (or Minnesota Orchestral Association).

Today the Orchestra performs a wide variety of music including nearly 175 concerts in a typical year primarily at Orchestra Hall in downtown Minneapolis the organizations home since 1974. The Orchestra is led by Music Director Thomas Søndergård and has historically toured regularly throughout Minnesota nationally and abroad. The Minnesota Orchestra has an annual budget of $42.6M and ended FY2024 with net assets of $185.5M. The organization employs over 150 FT employees and over 100 PT staff and is supported and governed by an 80 member Board of 2024-guests attended in-person concerts; with audio streaming digital concerts TV and radio broadcasts included that number reached more than 2.5 million people.

Minnesota Orchestra Values:

We believe every employee is essential to the success of the organization and critical to accomplishing our mission to enrich inspire and serve our community.
Our working relationships are based on respect for each other as individuals confidence in one another and a genuine desire to actively listen and collaborate with each other.
We are committed to building a diverse and inclusive organization that honors and reflects the community we serve welcomes and instills diversity across our organization and nurtures an equitable and inclusive culture.

Essential Functions

• Provide primary administrative support to the Chief Financial Officer including calendar management meeting coordination and correspondence.
• Provide secondary calendar administrative and meeting support to the Vice President of People & Culture Vice President of Artistic Planning and Vice President of Orchestra and Production.
• Coordinate internal and external meetings including scheduling room reservations ordering food agendas managing RSVPs and preparation of electronic and physical materials.
• Draft format and distribute correspondence emails presentation slides and reports.
• Track action items and follow-ups resulting from meetings.
• Manage large volume of emails and serve as email proxy as directed.
• Handle sensitive financial and personnel information with discretion.
• Assist with expense tracking coding and reconciliation.
• Maintain organized electronic and physical files.
• Support travel arrangements and other administrative tasks as needed.

Work Environment and Physical and Mental Demands

The Minnesota Orchestra is primarily a place-based organization offering hybrid schedules that require in-person on-site work. Permission is required for applicants and current employees seeking to reside outside of the Twin Cities metropolitan area or more than 60 miles from Orchestra Hall. While working on site at Orchestra Hall or the administrative offices work is performed in an open office environment with moderate noise levels in a cubical desk configuration and in a performing art building on stage in a lobby or other location within the facility and occasionally in an outdoor environment for outdoor concerts or other activities. While performing the duties of this position incumbents may be required to do all or some of the following with or without accommodation:

• Sit or stand at a desk counter or other work surface
• Talk and/or hear spoken words music or other sounds
• Use hands or fingers to handle or touch objects around them
• Review documents monitors or displays with potentially small print
• Operate a computer phone and other common office tools or controls
• Mentally focus on tasks and apply sound reasoning and judgement
• Work in or attend meetings or other events in any of the Orchestra locations or other sites as necessary
• Lift/move objects (such as files packages props or office equipment) or ensure objects are lifted/moved that may weigh up to 15 lbs.

The typical workdays and hours for the organization are Monday Friday 8:00 am 5:00 pm with the possibility of extended evening weekend or holiday this exempt position work is expected to be delivered within established deadlines and quality standards without regard to the typical working days or hours as noted above with some autonomy to determine attendance at a performance or other events.

Perks & Benefits

Our benefit programs are more than just insurance plans. To us they demonstrate a commitment to our employees and their families that we care about who they are and their health and wellbeing.

Health Benefits

Medical Plans; PPO and HSA

Dental and Vision Plans

Health Savings Account (HSA) funding each pay period

Flexible Spending Account (FSA)

Employee Assistance Program

Life and AD&D

Short- and Long-Term Disability

Time Off Benefits

Generous PTO accrual

Generous sick leave accrual

Volunteering Time Off

13 organizational holidays

Financial Benefits

401(k) Plan with two ways to earn organizational contributions

Perks

MetroPass

Parking Garage Discounts

Complimentary and Discounted Tickets

Qualifications Skills and Abilities

• Associates or Bachelors degree in a relevant field or equivalent experience
• 47 years of administrative support experience preferably supporting senior leaders
• Strong organizational skills and attention to detail
• Ability to manage confidential information with discretion
• Proficiency in Microsoft Office Suite particularly Outlook Word Excel and PowerPoint
• Strong interpersonal and communication skills
• Ability to manage multiple priorities and work collaboratively

Technology/Equipment

• Advanced proficiency in Microsoft Office Suite especially Outlook Word PowerPoint.
• Advanced proficiency in SharePoint and Concur.
• Advanced knowledge of web-based conferencing platforms (e.g. Teams Zoom).

EQUAL EMPLOYMENT OPPORTUNITY

The Minnesota Orchestral Association is an equal opportunity employer and complies with all applicable discrimination laws. We recruit hire train and promote all persons without regard to race color sex religion national origin sexual orientation age disability creed status with regard to public assistance or any other non-job related characteristic.