Executive Assistant to the Campaign Director

Support the Campaign Director at an executive administrative level for the anticipated comprehensive Campaign.  First point of contact for phone calls and visitors.  Plan and coordinate the Director’s schedule to ensure effective and appropriate time allocation.  Provide guidance to Director with ongoing projects and communication to ensure timely follow-up and prompt turn-around of priority items.  Act as a liaison with the Campaign staff, other BSO personnel at all levels and external constituencies such as board members, donors, consultants, and musicians.  Accurately, promptly and consistently maintain contact database and assume responsibility for follow-up when/ where appropriate.  Assist with the Director’s correspondence and provide proofreading and polishing assistance for letters, mailings, etc.  Help develop and maintain a comprehensive and effective organizational system for Director’s workflow to facilitate quick retrieval, accurate record keeping and sharing of appropriate information with staff and volunteers.  Schedule and prepare materials for meetings including Campaign meetings.  Take minutes as necessary.  Develop a format, which creates accountability for individual action steps by attendees.  Accurately and promptly submit Director’s expenses as well as maintaining and tracking line items and budgets (entertainment budgets, travel budget, professional membership dues, subscriptions, etc.).  Make all travel arrangements and prepare travel itineraries for the Director; assemble background briefing materials for meetings and events.  Manage and coordinate special projects as assigned by the Director.  Qualifications:  Interest and/or background in the arts. Minimum five years of administrative experience.  Collaborative team player, who interacts successfully with colleagues on organizational goals.  Excellent social, interpersonal, and relationship-building skills. Experience working with high-level decision makers, trustees, and other volunteers.  Excellent verbal/written communication and presentation skills. Knowledge of prospect management systems.  Ability to work within electronic environment for solicitation and gift tracking.  Proven ability to multitask and handle a very high volume work load with ease and accuracy. Must have a can-do attitude; self-starter with ability to work with minimum supervision, to exercise independent judgment and to successfully manage projects independently when needed.  Strong proficiency of word-processing required; knowledge of Power Point and Excel highly desirable.  Some evening work is required.  Relocating to Tanglewood for all or part of the summer is required.