Auditions & Employment Opportunities

The Portland Symphony is proud to be an equal opportunity employer. We are committed to creating a diverse, equitable and inclusive environment where all employees and applicants are treated with respect and dignity. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status or any other characteristic protected by law. The Portland Symphony will provide reasonable accommodation for applicants or employees with a disability or sincerely held religious belief, observance or practice, unless doing so would present an undue hardship.

ADMINISTRATIVE POSITIONS

There is one administrative position open at this time

Executive Assistant & Office Manager

AUDITIONS

There are no upcoming auditions

Administrative Positions

Executive Assistant & Office Manager

CLASSIFICATION: Full-time, Non-Exempt
REPORTS TO: Executive Director
COMPENSATION: $50,000 annual salary, plus full-time benefits

JOB SUMMARY

The Executive Assistant & Office Manager will provide essential support to the Executive Director and manage the day-to-day operations of a fast-paced 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.

QUALIFICATIONS/REQUIREMENTS

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 discreet, 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
Ability to work at fundraising events and concerts as needed
Flexible and able to meet changing work needs and demands
Prior administrative experience required
Vehicle and valid driver’s license strongly preferred

KNOWLEDGE AND SKILLS

Proficient with Microsoft Office, including Word, Excel, Powerpoint; Google Suite including Gmail, Drive, Docs, Sheets, Forms
Proficiency in project management software, including Asana, preferred
Digital literacy and facility with online programs and apps
Smartphone 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 of one year of administrative experience

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Primarily indoor work, with some outdoor summer engagements
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.

JOB DUTIES AND RESPONSIBILITIES

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

Serve as Liaison to Board of Directors

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.

Manage Office Logistics

Maintain general office functions, including office and janitorial supply inventory and ordering, performing regular office rounds to ensure office machines are in order.
Oversee office storage and file maintenance, including coordination of materials and organization of supplies and storage.
Support PSO’s technology needs, including system oversight, vendor management, and troubleshooting. Serve as point of contact for IT and telephone service providers
Oversee staff meeting organization (meeting reminders, food, staff reports, and materials).
Lead office clean-up and organization. Manage systems to ensure the office is tidy and organized, coordinating kitchen cleaning and organizing.
Act as a liaison with the building management on any suite needs (e.g., carpet cleaning, light fixture replacement, office temperature, etc.).
Responsible for office vendor relationships (e.g., copier, phones, postage meter, water dispenser).
Responsible for office celebrations (birthdays, baby showers, etc.) and staff recognitions.
Support large-volume mailings and packet compilations and filing.
Serve as point of contact through email and over the phone for patron and donor questions and concerns, collaborating with other departments and/or PortTIX to craft responses and resolve issues as needed.
Process ticket donation requests from local nonprofits.
Assist with additional general office tasks as needed.

Manage Staff Logistics

Manage new hire orientation and termination checklists; assign responsibilities as necessary
Manage office orientation for new hires

The above statements are intended to describe some specific duties and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

The Portland Symphony Orchestra is an equal opportunity employer and is committed to diversity, equity, and inclusion in all areas of the organization.

Please email resume and cover letter to jobs@portlandsymphony.org. One PDF is preferred, .doc format accepted. Please use the subject line: Executive Assistant & Office Manager