Executive Assistant to the COO

Handel and Haydn Society | Executive Assistant to the Chief Operating Officer

Reports To: Chief Operating Officer (COO)

Summary:

The Executive Assistant (EA) is a key executive office member, providing support to the Chief Operating Officer. The EA manages calendars and assists with communications with the staff, Board, donors, patrons, and other important internal and external constituencies. The EA serves as a liaison between departments to accomplish any task or duties assigned by the COO. The EA oversees and manages administrative projects and the office's daily operations, including facilities, supplies, vendor relations, and responsibilities delegated by the COO.

Core Responsibilities:

• Executive Support:
  • Support the COO in various capacities, including calendaring schedule, meeting/call coordination, travel arrangements, invoice and expense reporting, and assist with completing specially assigned projects.
  • Coordinate sensitive, confidential projects across the team or organization, prepare reports at the COO's request, manage confidential projects, and deliver timely results.
  • Work with the COO to develop and schedule quarterly DEIA and other organization-wide learning sessions.
  • Work with the hiring manager to develop job descriptions, post and advertise open positions, conduct screening interviews, coordinate individual and panel interviews, communicate results to candidates, make verbal offers, and send written offers with onboarding materials.
  • Promote positive workplace culture by administering annual culture surveys, analyzing the results, and proposing improvement strategies.
  • Manage the Employee Handbook by collaborating with Marketing
  • Coordinate onboarding of new employees, orientation, offboarding, and schedule exit interviews.
  • Handle complex and confidential situations and requests and serve as a highly visible capacity resource for the department with external candidates, staff, management, and other departments.
  • Manage performance review and goal-setting system that directly supports the H+H short, medium, and long-term goals; ensure expectations and results are communicated clearly.
  • Manage organization-wide Employee Handbook.
  • Oversee all recruitment and retention at H+H. Collaborate with hiring managers to create an optimum environment for attracting and retaining talent through departmental assessment, job description creation and alteration, external marketing/ad placement, and thorough interviewing processes
  • Oversee daily operations of the office and manage office supply inventory.
  • Generating official internal documents such as offer letters, appointment letters, salary slips, and warning letters
  • Monitoring the safety and cleanliness of interior and exterior areas, such as offices, conference rooms, parking lots, and outdoor recreation space
  • Collaborating with building owners and upper management on budgeting for facilities needs.
  • Coordinate all-staff meetings, retreats, and social outings with the Events Manager.
• Provide front-of-house support.
• Performs other duties as assigned.

Skills and Qualifications:

• Proactively support the COO in a variety of ways.
• A bachelor's degree in human resources, business administration, or a related field is required.
• A minimum of three years of work experience preferred.
• Excellent verbal and written communication skills.
• Strong analytical, problem-solving, and organizational skills.
• Ability to act with integrity, professionalism, and confidentiality.
• Proficient with Microsoft Office or related software.

Compensation: 70-80K