JOB DESCRIPTION:

The Assistant to the Executive Director provides administrative support to the Executive Director, Board of Directors, and leadership of the Asheville Symphony (ASO). This role is responsible for managing schedules, facilitating meetings, handling confidential information, and supporting human resources, governance, and operational functions. The ideal candidate is highly organized, proactive, trustworthy, and capable of managing multiple priorities in a fast-paced environment.

JOB DUTIES AND RESPONSIBILITIES:

Executive Administrative Support:

• Coordinate the Executive Director’s schedule, ensuring meetings and commitments are well-organized and efficiently managed
• Coordinate internal & external speaking engagements for the Executive Director, Music Director, and Board members, including preparation of presentations, digital & physically distributed documents, technological infrastructure, etc
• Organize and maintain the Executive Director’s email inbox, prioritizing and responding to messages as needed
• Proofread public-facing documents, including marketing materials, donor lists, and special project communications
• Document key takeaways from major donor meetings for follow-up and strategic planning
• Manage correspondence with soloists and their representatives throughout the engagement process, including the drafting and maintaining of contracts, coordination of itineraries and logistics, etc.
• Prepare, track and reconcile expense reports for the Executive Director
• Arrange detailed travel plans, itineraries, and agendas for the Executive Director and other key ASO personnel as needed
• Conduct donor and funder prospect research in collaboration with the Development department
• Attend and support the core concert and special event activities of the ASO
• Coordinate staff meeting agendas and materials
• Coordinate workflow for the Executive Director and Board of Directors where applicable
• Support and serve as the primary contact for appropriate ASO affiliate activities, including the ASO Chorus, Guild, and Symphonettes
• Assist with special projects and other duties as assigned

Human Resources & Compliance:

• Serve as the primary resource for the employee handbook and HR policies
• Enroll employees in benefits programs (health, dental, life insurance, 401k) and respond to related inquiries
• Assist with staff hiring processes, including maintaining candidate records, screening applications, and coordinating correspondence
• Stay informed on nonprofit legal compliance and recommend best practices for organizational policies
• Ensure compliance with federal, state, and local employment laws and regulations
• Assist with HR programs where necessary, including but not limited to compensation, benefits, leave, job descriptions, training, onboarding, and offboarding, as directed by the Executive Director
• Maintain an up-to-date record of insurance policies and coverage and support annual insurance policy audits annually

Board & Committee Support:

• Serve as a key liaison to the ASO Board of Directors by preparing and distributing agendas and supporting documents for Board and committee meetings
• Take minutes for Board and Committee meetings when necessary and obtain reviews by the Executive Director
• Coordinate Board and Committee meeting logistics, including setup and teardown of meetings, scheduling, room reservations, audio/visual setup, and refreshments
• Attend select Committee meetings in the Executive Director’s stead, where appropriate
• Maintain Board and committee lists across various formats, including document files, email listservs, and EasyBoard
• Track and communicate action items from meetings to relevant stakeholders
• Assist in onboarding new Board members by preparing Board member welcome packets, orientation materials, etc.
• Assist with the preparation and execution of the annual Board Retreat
• Facilitate Board and committee surveys and compile results
• Manage Zoom meetings and troubleshoot technical issues during virtual Board and Committee meetings

QUALIFICATIONS & SKILLS

• Bachelor’s degree required; HR and/or arts administration experience a plus
• Sound judgement, integrity, honesty, and impeccable ethics
• Exceptional organizational skills and attention to detail
• Outstanding written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced environment
• Excellent time management skills with a proven ability to meet deadlines under pressure
• High level of professionalism and discretion when handling sensitive information, including sensitive financial information, documentation of Board and Committee meetings, etc.
• Familiarity with nonprofit governance and human resources best practices, including SHRM certification, is a plus
• Approachable and professional demeanor that engenders positive relationships with donors, Board members, external partners, and colleagues
• Ability to work flexible hours as needed and participate in special activities and events
• Light work, exerting up to 25 pounds of force occasionally and/or up to 10 pounds of force frequently, required
• Proficiency in Microsoft Office Suite, Google Workspace, and virtual meeting platforms (e.g., Zoom)
• Knowledge of, and experience with, CRM systems (e.g.: Raiser’s Edge, Tessitura, Patron Manager, Salesforce, etc.) is a plus

Schedule: This position is an in-office role. Some night and weekend work is required in association with concerts or special fundraising & donor events. An event leave package is in place to compensate for required night/weekend hours.

Application Procedure: Please submit cover letter and resume with the subject line “Assistant to the Executive Director” to: apply@ashevillesymphony.org. Applications that do not include both a cover letter and resume will not be considered.

About Asheville Symphony

The Asheville Symphony is a leader among cultural organizations in a desirable, arts-focused community. The Symphony has experienced remarkable growth in artistic excellence, educational and program offerings, and revenue in the last several years, reaching an audience of more than 40,000 annually through ticketed performances, community programming, and music education programs. The Asheville Symphony's (ASO) goal is to provide outstanding classical performances for everyone in its community, inspire people to value the importance of classical music, and advocate for music education in our schools and in our community which are accomplished by key three strategies: the creation of biennial classical music festival, Asheville Amadeus where over 20,000 people, from all walks of life, musical experience, ages, and education are able to access various classical performances; the creation and growth of The Asheville Symphony Youth Orchestra (ASYO), and the presentation of exciting concerts performed at a very high caliber.

Connections working at Asheville Symphony