Executive Assistant to the Chief Executive Officer
Reporting to the CEO of the Toronto Symphony Orchestra, the Executive Assistant has direct responsibility for carrying out the administrative management and technical duties of the Executive Office and directly supporting the CEO. The Executive Assistant also provides some administrative support to the Vice-President & Chief of Staff, working across the organization and with the Senior Management Group to ensure the smooth flow of communication between the CEO and senior management of the TSO, board members, donors, volunteers and all appropriate external contacts.
The Executive Assistant must have the ability to interact with staff, board of directors and donors at all levels, show a proactive approach to work, and be responsible for a wide range of complex and confidential administrative, personal and operational tasks. They must also be flexible to adapt to the dynamics of frequently changing events in the daily calendar and must be willing to monitor and respond to important or time sensitive emails on weekends. They are expected to be available for pre-scheduled meetings and events, some of which will that take place in the evenings and on weekends.
Major Accountabilities & Duties
– Manage complex calendar and schedule for the CEO, interacting with internal and external individuals; schedule all meetings and appointments and provide all telephone support, including screening telephone calls and directing calls to the appropriate departments in a timely and efficient manner. Greet visitors on behalf of the CEO. Maintain and update CEO’s contact list in Gmail Suite.
– Responsible for planning and integrating CEO’s personal schedule requirements with TSO schedule and needs; anticipate and integrate personal system while maintaining strict confidentiality.
– Set regular meetings with the Senior Management Group to support all strategic work relating to the CEO and the executive office, often attending to take notes and form action items.
– Maintain strict confidentiality of all highly sensitive, personal, and financial Executive Office, TSO, board, and donor membership matters.
– Coordinate travel arrangements for the CEO, purchasing tickets, preparing travel itineraries and schedules. This includes making all international and domestic travel arrangements, hotel bookings, and scheduling meetings and other events.
– Organize, prioritize, and summarize the content of incoming materials. Draft, produce, and disseminate all correspondence and mailings for the CEO. Monitor CEO’s incoming and outgoing emails, printing, filing, and responding to emails when appropriate.
– Maintain electronic and hard copy files for CEO.
– Assist with managing board activities, including scheduling and arranging of board and
committee meetings, and other related issues.
– Provide some administrative support to the Vice-President & Chief of Staff, e.g., photocopying, booking meetings, preparing expense reports.
– Inform attendees of CEO’s meeting dates and times. Reserve meeting space, provide the appropriate equipment/materials and provide hospitality services as needed for meeting with internal and external groups.
– Create and submit expense reports for CEO and monitor the Executive Office budget, giving updates to the CEO as required. Maintain receipts and ensure prompt submission to Accounting to allow for timely reimbursement.
– Provide administrative support to CEO for responsibilities on various boards and industry-related organizations, e.g., Orchestras Canada, The League of American Orchestras, Group of 8, Roy Thomson Hall, etc.
– Coordinate performance ticket distribution to CEO, guests, board of directors, and VIPs as needed.
– Independently respond to issues and requests that do not require the attention of the CEO.
– Maintain composure under stressful conditions and handle complex problems with
– Occasionally manage the personal affairs of the CEO, e.g., bookkeeping, doctor appointments, travel, personal mail, etc.
– Management of CEO social media channels.
– Other duties as assigned.
Experience & Qualifications
College or university degree required with a minimum of ten (10) years executive level office experience and strong administrative and computer skills required. The successful individual will demonstrate proven competencies in the areas of problem solving, interpersonal skills, oral and written communication, planning and organizing, adaptability, and dependability. Interest in and knowledge of the arts, particularly orchestral music, is an asset.
– Strong computer proficiency required. Must have proven proficiency in G Suite, MS Word, Excel, PowerPoint, Facebook, Instagram, LinkedIn, etc. Must be able to create presentation materials and financial documents.
– Must be a quick, concise writer, able to communicate in a direct, effective manner reflecting the CEO’s style.
– Excellent interpersonal and communication skills (written and verbal). Must have the ability to speak clearly and persuasively in positive or negative situations and demonstrate group presentation skills. Strong editing skills required.
– Ability and experience working on both business and personal needs of a high profile CEO.
– Ability to work effectively on multiple projects in a fast-paced office environment. Must maintain a high level of confidentiality and remain open to others’ ideas and exhibit willingness to try new things.
– Must be highly organized and possess a strong ability to prioritize and plan work activities and use time efficiently.
– Team player who enjoys coordinating and sharing information with a variety of people and is able to identify and resolve problems in a timely manner by skillfully gathering and analyzing information.
– Ability to adapt to changes in the work environment, manage competing demands and to deal with frequent change, delays, or unexpected events.
– Must be consistently at work and on time, follow instructions, respond to management direction, and solicit feedback to improve performance.
The Executive Assistant must be flexible with frequent scheduling changes and be available to attend some pre-scheduled meetings and events during evenings and weekends. They must also be willing to monitor and respond to important or time-sensitive emails on weekends.
The TSO provides a comprehensive benefits plan, a collegial work environment, and opportunities for advancement and professional development.
The Toronto Symphony Orchestra is an equal opportunity employer and encourages all qualified individuals to apply. The TSO is committed to providing accommodations for persons with disabilities. If you require accommodation, the TSO will work with you to meet your needs.
Please email your cover letter, resume, and a sample of your writing in one PDF file to: email@example.com. No phone calls please.
The writing sample should not exceed two pages, double-spaced, and may be previously written work. The sample should be something that demonstrates your ability to write appropriately for this position, such as a piece of formal correspondence.
Deadline: Friday November 9, at 3:00 pm.
Interviews will be scheduled for Thursday November 15, 2018, and will include an additional writing test.
Anticipated Start Date: Early December
The Toronto Symphony Orchestra thanks all applicants for their interest, but only those
applicants selected for an interview will be contacted.
About the TSO
The Toronto Symphony Orchestra (TSO) is one of Toronto’s most important cultural institutions, recognized internationally as an outstanding orchestra and is proud to represent Canada on the world stage. The TSO exists to inspire, enrich, and engage audiences of all ages, to enhance our city, and to serve as a showcase for the beauty and power of orchestral music. It is an exciting time in the organization’s history with many new initiatives underway that will deepen the TSO’s connection with the community and provide music lovers with meaningful opportunities to get involved.