Administrative Assistant

Administrative Assistant

Minneapolis, MN

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.

• 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.

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.

• 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
• Mental 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 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 hours. In 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.

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.

• 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

• Generous PTO accrual
• Generous sick leave accrual
• Volunteering Time Off
• 13 organizational holidays

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

• Metro Pass
• Parking Garage…