Executive Assistant

Now Hiring:
Executive Assistant (Full-Time)

Reports to:

Artistic and Executive Director

Starting Compensation: $48,000-$53,000 annually

Schedule:

40 hours per week. Regular business hours are 8:30am-4:30pm with some evening hours for meetings and events. Primarily in-person, with some remote flexibility.

Since 1882 Schubert Club has been cultivating a passion for music and fosters an engaged community of music enthusiasts through concerts, music education, museum exhibits and student scholarships.

The Executive Assistant supports the Artistic and Executive Director and the Board and its Committees by managing internal communications and calendar, handling logistics for meetings, writing meeting minutes, managing records, and planning and executing internal events. This position supports the Director of Development with accurate, timely data entry and assistance with donor communication as well as helping with donor-related events and liaising with multiple constituents of Schubert Club.

This position provides occasional backup to the Business Manager, and is also responsible for a variety of hands‑on general office tasks.

• Serve as the primary point of contact for the AED’s office, anticipating needs and managing competing priorities with sound judgment, discretion and attention to detail.
• Serve as the primary liaison for the Board and Committee members, coordinating information and scheduling with and among members.
• Manage scheduling, logistics, setup, cleanup, communications, and technology for all internal events and meetings, such as Board Retreat, Holiday Party, Board Orientation, Advisory Circle meetings, and Legacy Society.
• Manage AED-hosted post- or pre-concert receptions in coordination with the concert production team.
• Coordinate with co-workers to assist with events such as the Annual Luncheon, fundraising events or other special events.
• Attend all Board meetings and designated Committee meetings in person to take minutes, assist presenters, and to provide setup, cleanup, and technology management.
• Prepare reports, presentation materials, meeting agendas and other items as directed by AED.
• Maintain and manage up-to-date records and archival materials for the AED and Board.
• Prepare and distribute the annual Board and Advisory Circle Directory.
• Manage meeting requests and calendar for AED as directed.
• Coordinate AED’s travel arrangements and assist with expense tracking.
• Collaborate with staff of other Arts Partnership organizations on shared projects.
• Assist with the Arts Partnership annual meeting and Board communications as requested by the AED.
• Maintain the shared staff calendar, subject to AED approval.

• Process incoming contributions in the shared database and gift log, and provide gift acknowledgements under the direction of the DD.
• Handle all donor information with discretion, good judgment, and confidentiality.
• Assist with communications, gift entry, donor research, appeal mailings, database reporting, donor recognition, and other special mailings.
• Assist with planning, communication, and onsite support for fundraising and other special events.
• Provide support for Arts Partnership Annual Fund activity, committee meetings and communications as directed by the DD.
• Attend or assist with Arts Partnership-related meetings and events as requested by the DD.

• Represent Schubert Club as the first point of contact in the front office/AED’s office for callers and in-person visitors.
• Serve as liaison for Schubert Club with Landmark Center and Rice Park Association.
• Manage deliveries, office cleanup, supply ordering, storage, and office logistics with the assistance of co-workers.
• Serve as backup for various…