Executive Assistant & Board Liaison

by Tucson Symphony

About

Formed in 1928–29 as the first professional symphony orchestra in the Southwest, the TSO is the longest continuously performing professional arts organization in Arizona. The mission of the organization is to build and enrich community through the experience of live music of the highest quality. It serves more than 120,000 lives each year, including 35,000 students, through concerts, educational programming and outreach.
Under the artistic leadership of Music Director José Luis Gomez since 2016, the TSO’s vision is to reflect its many communities and bring them together through music, creating deeper connections with the region’s heritage. and making music for all Tucson and southern Arizona.

The Opportunity

The Executive Assistant/Board Liaison is a key member of staff, ensuring the efficient administration of the day-to-day operations of the President & CEO’s office, and serving as liaison between the executive office and the TSO’s Board of Trustees. Working with the President & CEO (“CEO”), the Executive Assistant/Board Liaison will be a highly organized administrator with strong written and verbal communication skills, able to handle multiple priorities, and to represent the CEO internally and externally with judgment, tact and poise.

Responsibilities

Executive Assistant
  • Provides high-level administrative support for the CEO.
  • Performs clerical and administrative tasks including drafting correspondence, invoices, reports and meeting minutes.
  • Maintains CEO’s calendar, scheduling meetings and other commitments.
  • Arranges travel/accommodations for senior staff; maintains expense reports.
  • Assembles PowerPoint presentations for internal and external meetings.
  • Maintains paper and electronic files and records, monitors institutional consistency in the architecture of electronic filing.
  • Organizes and coordinates purchases of office supplies.
  • Researches issues/questions including surveys of other orchestras and local cultural organizations.
  • Assists other members of the Senior Team and departments as needed.
  • Maintains and updates distribution lists.
  • Supports and manages the Music Director’s calendar.
  • Manages, distributes mail and logs checks that come in the mail.
  • Assists marketing with evening concerts as assigned.
Board Liaison
  • Serves as primary staff resource for the Board of Trustees:
    • Provides administrative support to the Board Chair.
    • Coordinates an annual calendar of dates for all board meeting activity.
    • Prepares and distributes Board agendas, reports and minutes.
    • Coordinates all Board meeting arrangements including annual retreat.
    • Takes and drafts minutes for Board and other meetings.
    • Maintains Trustee recruitment package and manual with bios, policies, etc.
    • Maintains the Board Portal and the Board Manual
  • Additional duties as assigned.

Required Skills & Qualifications

  • Bachelor’s degree or commensurate work experience.
  • At least 5 years administrative experience in a related field.
    Excellent verbal and written communication skills.
  • Excellent organizational and problem-solving skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Ability to work independently and use independent judgment.
  • Excellent interpersonal skills.
  • Ability to function well in a fast-paced and at times stressful environment, while maintaining a sense of humor and a positive, solution-oriented approach.
  • Ability to exercise judgment with tact, to handle sensitive information and maintain the strictest of confidence as needed.
  • Demonstrated high-level proficiency with computer software including Microsoft Office, Adobe Acrobat and similar programs. A flair for design of presentations preferred.
  • Enthusiasm for the mission of the Tucson Symphony Orchestra; knowledge of classical music is helpful, though not required.
  • Essential Functions:
    • Available to work occasional evenings for Board and other meetings.
    • Maintain an active driver’s license and vehicle insurance.

Preferable Skills & Qualifications

  • Spanish-speaking.

Position Details

Title: Executive Assistant & Board Liaison
Reports to: President & CEO
Classification: Full-time, non-exempt
Hours: Hourly 40 hours/week.
Remote Position: No
Compensation: Range of $23.50–$26.50 hourly
Benefits: Comprehensive benefits

An Equal Opportunity Employer

Tucson Symphony Orchestra is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances. Tucson Symphony Orchestra’s management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities, programs, and general treatment during employment.

Inclusion

Our patrons and audiences come from all walks of life and so do we. We hire great people from a wide variety of backgrounds, not just because it’s the right thing to do, but because it makes our company stronger. If you share our values and our enthusiasm for the performing arts, you will find a home at TSO.

Background Checks

Prior to submitting your application package for this position, please review it carefully for accuracy. TSO does verify academic credentials for its candidates, and frequently conducts background checks including work history before finalizing an offer.

To Apply

Please send cover letter and professional resumé with at least three references to:

applications@tucsonsymphony.org

Attn: President & CEO
Executive Assistant & Board Liaison Search
Tucson Symphony Orchestra
2175 N. 6th Ave.
Tucson, AZ 85705