Executive Assistant to the COO

$70,000 - $80,000/Yr

Handel And Haydn Society - Boston, MA

Full-time - Mid Level

Boston, MA

About the position

The Executive Assistant (EA) to the Chief Operating Officer (COO) at the Handel and Haydn Society plays a crucial role in supporting the COO and ensuring the smooth operation of the executive office. This position involves managing the COO's calendar, coordinating communications with various stakeholders including staff, Board members, donors, and patrons, and serving as a liaison between departments to facilitate the completion of tasks assigned by the COO. The EA is responsible for overseeing administrative projects and managing daily office operations, which include handling facilities, technology, supplies, and vendor relations. In addition to executive support, the EA will coordinate sensitive and confidential projects, prepare reports as requested by the COO, and manage the Employee Handbook in collaboration with the Marketing team. The role also includes promoting a positive workplace culture by administering annual culture surveys, analyzing results, and proposing strategies for improvement. The EA will coordinate onboarding and offboarding processes for new employees, handle complex situations, and ensure the office operates efficiently by managing supply inventories and technological needs. The EA will also play a significant role in Board support, being the lead staff person responsible for organizing Board and Committee meetings. This includes planning agendas, preparing materials, taking minutes, and ensuring that meetings are conducted with professionalism and efficiency. The EA will also coordinate organization-wide training sessions and social events, contributing to a collaborative and engaging workplace environment.

Responsibilities

• Support the COO in various capacities, including calendaring, meeting coordination, travel arrangements, and expense reporting.
• Manage sensitive and confidential projects, preparing reports at the COO's request and delivering timely results.
• Work with the COO and Diversity North to develop and schedule quarterly DEIA learning sessions.
• Administer annual culture surveys, analyze results, and propose improvement strategies to promote a positive workplace culture.
• Manage the Employee Handbook in collaboration with Marketing and coordinate onboarding and offboarding processes for new employees.
• Handle complex and confidential situations and requests, serving as a resource for candidates, staff, and management.
• Oversee daily operations of the office, including supply inventory and technological needs, and manage vendor relationships.
• Schedule organization-wide training and learning sessions, assess and purchase new hardware, and monitor safety and cleanliness of office areas.
• Coordinate all-staff meetings, retreats, and social outings with the Events Manager, and provide front-of-house support at concerts.
• Serve as the lead staff person for Board and Committee meetings, ensuring they are efficient and effective.

Requirements

• 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.