Executive Assistant to the CEO and CRO

Job Details

EXECUTIVE ASSISTANT TO THE CHIEF EXECUTIVE OFFICER AND CHIEF REVENUE OFFICER

Department: Executive Office

FLSA Status: Exempt

Work Location: Hybrid

FT/PT: Full Time

Last Revision Date: March 6, 2025

 

The Organization: The Detroit Symphony Orchestra (DSO) is known internationally for trailblazing performances, collaborations with the world’s foremost musical artists, and a deep commitment to serving our community. Making its home in historic Orchestra Hall at the Max M. and Marjorie S. Fisher Music Center, the DSO actively pursues its vision to be an inclusive and culturally relevant community where all people can experience their world through music.

The DSO is a complex organization. Operating 365 days per year in historic Orchestra Hall, one of America’s most acoustically perfect concert halls, we are a performing arts institution, an educational facility, and a community center. We are governed by an independent Board of Directors and employ both union and non-union employees as musicians, stage crew, and administrative staff. Creating a unified culture throughout the institution is an organizational imperative, and we are guided by our values of excellence, diversity, resilience, collaboration, and innovation. The DSO is also deeply invested in the city of Detroit; through our Detroit Strategy initiative, we are expanding the DSO’s participation in the growth and well-being of the city.

The DSO’s commitment to diversity, equity, and inclusion is paramount to who we are; we work to create an environment where all employees are seen, valued, and supported to enable their best every day. This is essential as we pursue our mission to impact lives through unforgettable musical experiences by sustaining a world class orchestra for the city of Detroit and the global community.

The DSO offers a unique, fast-paced working environment, an excellent overall compensation package, and is an Equal Opportunity Employer. For more information visit www.dso.org.
 

Position Summary: Provides support to the President and Chief Executive Officer (CEO) and Vice President and Chief Revenue Officer (CRO) with high-level, proactive and strategic support. Coordinates a variety of projects requiring independence and good judgement while anticipating the needs of the Executives. Cultivates positive working relationships through open communication with board members, staff, musicians, donors, and various members of the political and business communities.  The Executive Assistant works to anticipate needs, identify potential problems and hurdles, and proactively resolves issues while exercising discretion and maintaining confidentiality.
 
This position requires a high level of professionalism, diplomacy, and integrity due to the frequency of internal and external contacts and exposure to confidential information.  The Executive Assistant often contributes to the organization’s strategic goals by aligning tasks, communications, and priorities for the Executives.

 

Specific Duties and Responsibilities:

• Organizes and maintains multi-calendar schedule of meetings, events and speaking engagements across various time zones.
  Performs and manages scheduling for internal and external meetings; coordinates calendars, assembles agendas and meeting materials, makes meal arrangements and confirms meetings.
• Prepares correspondence, proofreads memos, takes meeting minutes, creates charts, excel spreadsheets, presentations and manages contacts and distribution lists.
• Supports meeting outcomes and action items.
• Facilitates calendar review meetings for the Advancement department.
• Prepares expense reports, completes internal forms, invoices, and resolves discrepancies with Finance.
• Establishes and maintains effective electronic and paper record-keeping and filing systems and maintains and safeguards confidential records.
• Prepares mailings and shipment of materials, opens and distributes mail.
• Provides coordination for special events and meetings sponsored by the supported Executives. 
• Assists with budget management and tracking.
• Arranges business travel, including airfare bookings, lodging accommodations and transportation services and creates detailed itineraries for Executives while effectively addressing contingencies and last-minute changes.
• Assists with special projects as needed and sometimes oversees projects on behalf of the Executives.
• Communicates on behalf of the Executives with limited direction. Professionally represents the DSO executive office in all interpersonal interactions.
• Lead, manage, ands coach one direct report.
• Performs other duties as assigned.

 

Required Qualifications:

• 5 years' experience as an executive support, project or office management role.  Experience with C-level executives is preferred. 
• Impeccable interpersonal, customer service, and administrative skills. Discretion, diplomacy, confidentiality, and independent judgment are necessary.
• Demonstrated ability to organize and prioritize numerous coinciding tasks and meet strict deadlines. Must be comfortable with change and changing priorities.
• Meticulous attention to detail and demonstrated experience managing complex projects in a fast-paced environment. Demonstrated ability to proofread and meticulously review documents for accuracy, noting errors such as punctuation, spelling, and word usage.    
• Proven experience and skill with calendar management and travel arrangements.
• 1 year management experience.
• Highly professional, customer service focused interaction (orally and in writing); excellent communicator able to interact with people at all levels in a confident, polished manner.
• Experience working collaboratively and cooperatively across all levels of an organization.  Must be proactive in anticipating and resolving situations.
• Proven experience with advanced features of Microsoft Office suite of products and other software essential to accomplishing the work of this position.

 

Desired Qualifications:

• Familiarity with databases, particularly Tessitura, the database utilized by the DSO.
• Bachelor's degree or equivalent combination or education and experience.
• Experience working in a nonprofit environment.
• Demonstrated commitment to learning, and willingness to give and receive feedback.
• Interest and/or experience in the performing arts, the orchestra industry and/or the local donor community.
• Commitment to diversity, equity, inclusion, and access.

 

Additional Information:

• This is a salaried, non-union position.
• Must be able to work a schedule that includes full regular workdays, as well as occasional early mornings, late evenings, and weekends.
• This position primarily works in Midtown Detroit at the Max M & Marjorie S. Fisher Music Center.
• All positions at the DSO require the successful completion of a background check prior to beginning employment. A criminal record does not automatically disqualify candidates.
   

Physical Requirements: This role primarily works in an office environment and frequently has prolonged periods of sitting and looking at a computer screen. 
 

Primary Reporting Responsibility: Vice President and Chief Revenue Officer

 

Supervision Provided:  Administrative Assistant

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