Executive and Operations Assistant

JOB POSTING

Title:                         Executive and Operations Assistant

Reports to:               Executive Director (ED)

Benefits:                  Yes

Hours:                      Full-time, remote, including some weekends and evenings for performances and special events.

OVERVIEW

Boston Children’s Chorus (BCC) harnesses the power of music to connect our city’s diverse communities, cultivate empathy and inspire social inquiry. Children, ages 7–18, come together across differences of race, religion, and socioeconomic status in a celebration of shared humanity and a love of music. BCC bridges Greater Boston’s many diverse groups and fosters a sense of belonging and inclusion. Through intensive choral training and once-in-a-lifetime performing experiences locally, nationally, and around the world, BCC enhances the education and social development of youth as future leaders and global citizens in the 21st century. The Executive and Operations Assistant will play a key role in supporting administrative and board-related tasks for the Executive Director. In monitoring the ED’s staff, board, and donor-related commitments, the Executive and Operations Assistant will be required to maintain strict confidentiality. This individual will assist senior staff in business development for space rentals and corporate partnerships. Critical to organizational operations, the Executive and Operations Assistant will coordinate regular office functions that support each department, BCC singers, and families.

MAJOR RESPONSIBILITIES

EXECUTIVE SUPPORT:

  1. Manage the ED’s calendar and align meetings to organizational priorities and workflow
  2. Manage weekly briefings for the ED to review high priority tasks, commitments, and follow ups
  3. Prepare weekly fundraising data reports at the request of the ED
  4. Attend specific meetings at the request of the ED, take notes, circulate, and file immediately following the meeting
  5. Monitor ED’s email inbox and prioritize internal and external follow up
  6. Format information for internal and external communications including emails, memos, and presentations
  7. Manage registration and travel logistics for the ED and senior staff

 

DEVELOPMENT AND BOARD SUPPORT:

  1. Schedule quarterly board and committee meetings, coordinating with board and staff schedules
  2. Combine and circulate board and committee memos ahead of each meeting
  3. At the request of the ED, prepare reports and presentations ahead of board and committee meetings
  4. Provide prospect information for ED from data shared from development team before meetings.
  5. Conduct research on key prospects as directed by the ED and DoD.
  6. Assists ED in conducting donor and Board Member stewardship and cultivation

OPERATIONS, STAFF, AND PROGRAM SUPPORT:

  1. Assist in monitoring and ordering office supplies
  2. Coordinate and update BCC’s space calendar
  3. Lead office tours for potential space partners
  4. Liaise with office printing, cleaning, and tech providers as needed
  5. Monitor office phone lines and manage BCC’s main phone line
  6. Monitor front desk operations and volunteers who provide support for this function
  7. Prepare bi-weekly all staff meeting agenda, coordinating with senior staff
  8. Take notes at bi-weekly staff meetings
  9. Follow up with senior staff for receipts and deliverables to the ED

 

SKILLS AND PREFERRED QUALIFICATIONS

  • 2 years’ experience in administrative support roles
  • Excellent organizational skills
  • Ability to multitask
  • High level of comfort with ambiguity
  • Proven commitment to discretion and confidentiality
  • Strong interpersonal and communication skill with a focus on written skills
  • Strong administrative and computer skills required (see list of program/application proficiencies)
  • Commitment to BCC’s mission and values of quality, diversity, inclusion, social inquiry, cultural equity, and the potential of transformative philanthropy.

PROFICIENCY WITH THE FOLLOWING APPLICATIONS IS REQUIRED

  • Microsoft Office, specifically Excel and Word
  • Google workspace
  • Zoom
  • Calendly or similar platform
  • Constant Contact or similar platform

COMPENSATION

Salary range for the role of Executive and Operations Assistant is $50,000-52,500 annually. BCC offers a competitive benefit package including health insurance, 403(b) employer contributions, generous PTO, short term disability and more.

HOW TO APPLY

For immediate consideration, submit a letter of interest and resume to: Irene Idicheria, Boston Children’s Chorus, 20 Old Colony, 2nd Floor, Boston, MA, 02127 or email kjoseph@bostonchildrenschorus.org

NO PHONE CALLS, PLEASE.
Boston Children's Chorus seeks to engage and retain a diverse workforce who represent the diversity of our singers and community in the City of Boston. BCC affirms the plurality of lived experiences amongst staff and seeks to elevate and center the experiences of those who have been marginalized and disenfranchised by systems of oppression. BCC encourages all to apply and will not discriminate on the basis of race, ethnicity, religion, color, national origin, sex, gender and gender expression, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by law.