Executive Assistant to the President

Summary

Classical Movements is seeking a full-time Executive Assistant to the President.

The job responsibilities will be split 80% for Classical Movements as the Executive Assistant to the President and 20% for our non-profit Musical Movements for Change working on development.

Classical Movements is the premier concert tour company for the world’s great orchestras and choirs, creating meaningful cultural experiences through concert tours in 147 countries. An industry leader since 1992, we understand both the travel and the performance needs of professional symphony orchestras and choruses, as well as conservatory, university and youth ensembles. Our Prague Summer Nights: Young Artists Music Festival offers aspiring operatic and orchestral professionals the opportunity to perform in some of Europe’s most historic venues, including fully-staged opera productions, symphonic performances, chamber music concerts, an opera scenes program and even a cabaret concert. In addition, we have commissioned over 100 works from Grammy, Oscar, Pulitzer and MacArthur-winning composers.

The non-profit Musical Movements for Change was created to bring people from different cultures together to use music to change the world by: funding scholarships to participate in educational programs and live performances for promising young people from the United States and internationally, who may not otherwise have access, especially young people of color; funding choirs and orchestras from around the world – especially from underrepresented cultures and financially deprived individuals – who wish to participate in festivals, concerts and workshops; funding cultural diplomacy programs for orchestras and choirs as they travel the world; creating a series of live performance opportunities engaging a diverse roster of professional musicians across a wide range of genres. The development position will be critical to meeting philanthropic goals through fundraising and grant management.

Responsibilities

Executive Assistant to the President - 80%

• Assist the President with artistic planning, researching composers and new music commissions, dealing with top clients, and potential for some travel.
• Manage the schedule of the President. Schedule internal and external meetings while proactively balancing time zones. Monitors calls and take minutes.
• Coordinate calendar to ensure effective and timely management of schedule requiring creativity, latitude and coordination.
• Book travel, including lodging, flights, transportation and any passport/visa requirements needed for domestic and international travel.
• Monitor and troubleshoots issues related to travel such as canceled flights, hotel room extensions, and other travel-related concerns.
• Prepare and submits expense reports related to travel and other day-to-day activities in a timely manner.
• Draft communication items, including emails and agendas.
• Prepare reports, collects and analyzes information; prepares presentations.
• Performs routine administrative duties for the office.
• Other duties as assigned or requested.

Development - 20%

• Fundraising & grant management.
• Develop and implement a comprehensive multi-year fundraising plan.
• Identify new funding opportunities, including grant prospecting and conducting research on corporate, foundation, and individual donors.
• Oversee the cultivation and stewardship of funder and donor relationships.
• Responsible for all written fundraising materials, including grant writing and reporting, donor email program, persuasion documents, cultivation letters, presentations, and compelling stories.
• Enhance and use systems for tracking all donations, funder and donor prospects, and fundraising efforts. Assist with scheduling donor meetings.
• Assist in the in-house logistical planning of cultivation events (including managing guest list, invitations, coordinating production of materials, agendas, etc.).
• Draft, edit, and/or proofread a broad range of materials for current and prospective donors.
• Manage online giving campaigns and cultivation of donors (including acknowledgements and regular correspondence).
• Coordinate production and mailing of spring and year-end appeal letters.
• Project manage the grant process, including submitting proposals to donor portals.
• Manage the financial and gift processing systems, including prompt data entry of projections, pledges, and gifts received; tracking donor correspondence; and generating gift acknowledgment letters.
• Perform other duties as assigned.

Language

• Fluency, both written and spoken, in English is required.
• We are global organizations that values diversity; preference will be given to candidates with demonstrated skills in additional languages besides English.

Qualifications

• Associate’s or bachelor’s degree in business, non-profit management, administration, or a related field.
• 3-5 years of experience in a development and an administrative position, preferably in a not-for-profit
• Must be well organized and experienced in use of all office systems and software, with a preference for skills in Word, Excel, Outlook, and PowerPoint.
• Aptitude for conducting research, gathering data, analyzing information, and preparing reports and other materials.
• Excellent verbal and written communications skills.
• Ability to organize and prioritize work.
• Strong interpersonal skills and ability to establish and maintain effective working relations with people in a multicultural, multiethnic environment with sensitivity and respect for diversity.
• Self-motivated, detail-oriented, and organized.
• Ability to solve complex issues in an ambiguous environment.
• Strong sense of urgency and dedication to task.
• Ability to work in a flexible, fast paced, dynamic environment.
• Passion and knowledge of the classical music and travel.
• Qualified candidates must reside in the Alexandria, VA area and have the proper work authorization to work in the United States.
• Opportunity for some travel if interested.
• There may be some evening and weekend work required for board meetings and events, and concerts.

Job Type: Full-time, Hybrid Alexandria, VA and Remote 

Schedule:

• Monday to Friday