Executive Assistant & Office Manager

Job Title

Executive Assistant & Office Manager

Classification: Full time, Non-Exempt

Reports To: Executive Director

Compensation: $50,000 annual salary, plus full-time benefits

The Executive Assistant & Office Manager will provide essential support to the Executive Director and manage the day-to-day operations of the office to allow staff members to focus on the areas of their work that drive the mission forward and bring in greater funding and resources to the PSO.

• Equivalent to graduation from a four-year college or university. Additional professional or administrative experience may be substituted for the education on a year-for-year basis.
• Enthusiasm for the PSO’s mission
• Ability to be discrete, confidential, professional and diplomatic
• Proven track record of excellent follow-through and accountability
• Outstanding organizational skills and meticulous attention to detail
• Ability to prioritize tasks and execute multiple projects simultaneously
• Ability to work independently
• Self-starter
• Flexible and able to meet changing work needs and demands
• Prior administrative experience required
• Positive, can‑do attitude

• Proficient with Microsoft Office, including Word, Excel, Powerpoint;
  Google Suite including Gmail, Drive, Docs, Sheets, Forms
• Digital literacy and facility with online programs and apps
• Smart phone available to support Microsoft Office and PSO Phone apps
• Excellent web and technology skills and comfortable troubleshooting tech issues
• Comfortable learning new technical/computer skills as they arise
• Strong writing, proofreading and verbal communication skills
• Excellent time management skills
• A minimum one year of administrative experience

• Primarily indoor work, with some outdoor summer fundraising events.
• Noise level is generally moderate to low, increasing in concert settings.
• Frequent sitting, with occasional standing, walking, kneeling, reaching, pushing, pulling, bending, and stooping.
• Ability to lift and carry office products and supplies up to 30 pounds.
• Normal visual acuity, hearing, speaking, finger dexterity, and hand motions required for operating office equipment.
• Proficiency in reading, writing, and communicating both verbally and in written form to exchange and understand routine information.

Support Executive Director and Leadership in order for leadership to use time and resources to increase fundraising capacity, productivity, impact, and focus on strategic work.

• In collaboration with the Development department, support the ED’s cultivation and stewardship of donors including but not limited to drafting regular correspondence and emails and planning events and meetings.
• Serve as key liaison between Executive Director (ED) and key internal and external stakeholders, providing excellent customer service.
• Responsible for meticulous calendar management, including planning meetings, coordinating recurring check‑ins and communications.
• Provide high level operational and administrative support to ED as needed.
• Manage internal communication and prioritization, including flagging and managing action items and tasks, and holding key players accountable to priorities.
• Manage additional professional projects for ED as needed.
• Conduct research and draft communications for ED.
• Complete invoicing, expense reports, reimbursements and travel arrangements for individuals and groups.
• Provide ED with appropriate preparation before meetings and check‑ins, including creating agendas, providing reminders about content and action items and tracking follow‑up items.
• Other roles as needed to support Executive Director and Staff.

• Oversee board and committee meeting calendars.
• Organize all logistics for board and committee meetings.
• Document, maintain and distribute board related documents, e.g. bylaws, manuals, minutes, rosters, years of service etc.
• Manage communications to board members regarding meetings, events, gatherings, etc.
• Manage Board Website.
• Manage booking of meetings, location and caterer.
• Record minutes during meetings and distribute to board post‑meeting.