Executive Assistant

Title: Executive Assistant

Reports to: President and CEO

Classification: Regular, Full-time, Salaried Exempt

The Phoenix Symphony invites applications for the role of Executive Assistant (EA) to the President and CEO, a vital position at the heart of one of Arizona’s most dynamic and inspiring cultural institutions. This individual will play a key role in supporting the President and CEO and ensuring that the Symphony’s leadership office runs smoothly, professionally, and with warmth and efficiency.

Overview

The Executive Assistant is a trusted partner who manages important communications, prioritizes initiatives, and helps foster a positive and collaborative environment. The ideal candidate is highly organized, discreet, proactive, and inspired by the power of music to transform lives and strengthen communities.

This is an outstanding opportunity for a polished, motivated professional who thrives in a fast-paced environment and is eager to contribute to an organization that is growing, evolving, and making a real difference. The EA interacts with a wide range of constituents within the Symphony family, including senior management, board members, staff members, musicians, the Music Director and artists, patrons, and volunteers. This position facilitates communication between the President and CEO and internal and external stakeholders and helps to foster a productive, effective, and positive working environment at the Symphony.

Essential Functions

The Executive Assistant (EA) is responsible for all aspects of running the President and CEO’s office, ensuring it runs smoothly and efficiently, to maximize productivity.

The duties of this role include providing support for the President and CEO, including:

Serve as a key point of contact for the Office of the President, helping to maintain strong and positive relationships with board members, senior leadership, musicians, staff, donors, and community partners.
Manage and prioritize the President and CEO’s calendar, ensuring that meetings are scheduled thoughtfully, and that logistics and preparation are managed well.
Coordinate Senior Team meetings; prepare and distribute meeting materials and agendas; prepare meeting notes when required.
Handle sensitive and confidential information with the highest degree of professionalism and discretion.
Provides administrative support for the Board and Executive Committee, working closely with the President and CEO and Senior Team. Prepares and distributes meeting materials to the Board and other stakeholders as necessary.
Coordinates and schedules donor meetings with the President and CEO. Prepares related meeting materials and individual donor communications.
Receive and screen telephone calls, mail, and visitors. Respond to external and internal inquiries, direct inquiries to the appropriate VP or department for response/follow-up.
Assist with occasional travel arrangements.
Perform other duties to support the office of the President and CEO and senior leadership as required.

Qualifications

Substantial experience supporting senior executives, preferably at the C-Suite level.
Excellent organizational, written, and verbal communication skills.
Meticulous attention to detail, with a commitment to excellence and accuracy.
Strong time management skills with the ability to prioritize competing tasks and meet deadlines.
Professionalism, sound judgment, and the ability to maintain strict confidentiality.
Proactive, resourceful, and able to work independently while contributing to a collaborative team environment.
Positive attitude, strong work ethic, and a genuine enthusiasm for supporting others and helping an organization succeed.
Computer skills commensurate with the position, with strong knowledge of the Microsoft Office Suite, including Outlook and calendar management.
Flexibility to occasionally support early morning, evening, or weekend events.
An appreciation for symphonic music and a passion for the arts and community engagement is strongly preferred.

Education

A bachelor’s degree in business or professional field is desired.
An acceptable equivalent combination of education and experience will be considered.

Working Conditions/Physical Demands

Work evenings and weekends, as needed. Lift and carry up to 25 lbs.

The Phoenix Symphony is an Equal Opportunity Employer. We celebrate diversity, and people of all backgrounds are encouraged to apply. All qualified applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, age, national origin, veteran or disability status, or other non-merit factors. The description of Working Conditions and Physical Demands is representative, not exhaustive; some may be modified as organizational needs change. Please send cover letter and resume to [email protected].

About The Phoenix Symphony

The Phoenix Symphony is Arizona’s largest performing arts organization and one of the state’s most important cultural assets. In addition to performing traditional and modern repertoire in Symphony Hall and around the Valley, its world-class musicians are actively engaged in the community thanks to generous foundation, corporation, and individual support. The Symphony is strengthened by collaborating with renowned guest conductors and artists. The mission of the Symphony is to provide extraordinary musical experiences that inspire and advance our community, enriching the lives of people of all ages and backgrounds. Annually, orchestra members empower more than 100,000 through education and partnerships and create opportunities for deeper connection for tens of thousands of adults experiencing homelessness, in Alzheimer’s care facilities, in hospitals and in hospice. To learn more, please visit phoenixsymphony.org.

Executive Assistant

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