Job Openings

Administrative/Executive Assistant

Job ID: BH345119

Category: Executive Assistant, Administrative Assistant

Specialty: Administrative

Executive Assistant

 

About the Opportunity: 

The Executive Assistant position plays a critical role in the ongoing success and growth of the conservatory. Reporting directly to the President, the Executive Assistant works closely with the leadership team. 

 

The ideal candidate is experienced, flexible, organized and detail-oriented. The role will provide challenge, satisfaction and the potential for growth. 

 

Essential Functions, Skills and Knowledge

  • Provides executive-level administrative support and assistance to the President and/or other leadership staff.

  • Act as a key point of contact between the President and external stakeholders including Trustees, Board Members, Donors and Community Partners.

  • Act as a key point of contact between the President and Faculty and Staff, and support cross-departmental initiatives as it relates to activities of the President. 

  • Maintains the calendar of the President and manages all scheduling requests.  

  • Performs clerical and administrative tasks including drafting meeting agendas, meeting materials, letters, memos, invoices, reports, and other documents for the President, and other leadership staff as needed. 

  • Partner with Development and Marketing/Communications/Public Relations to support activities as they relate to the President, including writing and editing press releases, announcements, and correspondence.
     

  • Schedules and attends meetings, taking notes, recording minutes, and producing summaries.

  • Receives incoming communication or memos on behalf of the President, reviews contents, determines priority level, and summarizes and/or distributes contents to appropriate staff.

  • Performs office tasks including maintaining records, ordering supplies, contract and vendor management, and management of subscriptions and memberships.  

  • Provides administrative support for concerts, performances, events, and special projects.

  • Meet and greet guests and provide front desk and registration support as needed, with a commitment to outstanding customer service. 

  • Performs other related duties as needed.

Required Skills/Abilities:

  • Excellent verbal and written communication skills.

  • Excellent organizational skills and attention to detail.

  • Project management acumen 
     

  • Excellent time management skills with a proven ability to meet deadlines.

  • Team player with the ability to function well in a fast-paced and at times demanding environment.

  • Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.

  • Extremely proficient with Microsoft Office Suite, Google Suite, or similar software, with the ability to learn new or updated systems and technology.

Education and Experience:

  • High school diploma required; Bachelor's degree preferred.

  • 3-5 years of related experience required

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Direct

Location: Hingham, Massachusetts