Open Nashville Position: Executive Assistant

22 Dec

Open Nashville Position: Executive Assistant

Job Description:

Musicians On Call (MOC) delivers live and recorded music to the bedsides of patients in healthcare facilities. The Executive Assistant (EA) is a full-time, non-exempt position responsible for providing administrative support for the President & CEO. The Executive Assistant will manage calendars, log meeting notes, assist with Board of Directors needs, and provide office management. The Executive Assistant will also work with the Fundraising and Partnerships Departments to execute cultivation and stewardship as well as track talent requests. This position will report to the President & CEO and will be based out of Nashville, TN.

Responsibilities (other duties may be assigned):

♪ Manage calendars including scheduling meetings and arranging travel

♪ Prioritize, track and categorize meetings under advisement from the President & CEO, EVP and department heads

♪ Capture and log meeting notes, executing proper follow up with appropriate team members

♪ Oversee President & CEO tasks to ensure deadlines are met

♪ Review and maintain board commitment materials and provide regular updates to the President & CEO

♪ Assist with planning quarterly board meetings and oversee the distribution of quarterly board packets

♪ Review and update board member onboarding materials

♪ Submit monthly expense reports for the President & CEO and EVP

♪ Coordinate annual staff retreat logistics

♪ Serve as the point person for all Nashville office functions, including managing the office supply and utilities accounts

♪ Manage the telephone system, answering and establishing an alternate when unavailable

♪ Oversee incoming and outgoing mail as well as review and respond to online inquiries

♪ Work closely with the Fundraising Department to execute cultivation and stewardship tasks related to the President & CEO and EVP

♪ Review donor meeting agendas, profiles or other materials

♪ Track outgoing talent requests

Minimum Qualifications Required:

♪ Excellent communication skills, both written and verbal

♪ Disciplined self-starter who can set and achieve goals with a passion for and interest in learning more about the nonprofit world

♪ Ability to prioritize projects, meet deadlines, manage several projects simultaneously, and work well under pressure

♪ Commitment to our organizational values including diversity, equity, and inclusion (visit musiciansoncall.org/values for more info)

♪ Detail-oriented and highly organized

♪ Proficiency in Google Workspace and Microsoft Office, especially PowerPoint

♪ Familiarity with Salesforce and Zoom, and experience with expense management preferred

Education/Training:

♪ Bachelor’s degree or equivalent experience within nonprofit, music industry, radio, healthcare, or related field(s)

What we offer:

♪ Healthcare Plan (medical, dental & vision) – The entire employee-only portion of the monthly premium is paid by MOC

♪ Opportunities for performance bonuses

♪ Flexible work hours and a hybrid workplace

♪ Generous paid time off, including paid parental leave, vacation time, sick days, floating holidays, and company holidays

♪ Wellness bonuses to support both mental and physical health

♪ Access to voluntary benefits such as life insurance, and short-term and long-term disability insurance

♪ Retirement plan (401K), HSA, FSA, and commuter benefits

♪ Employee Assistance Program with free counseling

♪ Professional development opportunities

♪ And much more!

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

Please submit a resume and cover letter to [email protected]. No phone inquiries, please.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.