Administrative Assistant

The Cleveland Orchestra is seeking an Administrative Assistant who will provide high-level administrative support to both the Chief Development Officer (CDO) and Chief Growth Officer (CGO). This role serves as a key partner in advancing the institution's fundraising, growth, and revenue strategies by ensuring seamless executive operations, proactive calendar and priority management, exceptional internal and external communications, and project management support.

Working in a fast-paced, high-visibility environment, the Administrative Assistant exercises sound judgment, discretion, and professionalism while interacting with senior leadership, major donors, board members, trustees, volunteers, orchestra members, and external partners. The individual in this role must anticipate needs, manage competing priorities, and represent the Philanthropy & Advancement (P&A) and Growth departments with poise and diplomacy at all times.

This position requires five days per week onsite (Monday-Friday) and occasional evening/weekend availability aligned with concerts, events, and board activities.

Position responsibilities include the following:

Executive & Strategic Support

• Serve as a trusted partner to the CDO and CGO, proactively managing priorities, deadlines, and follow-up systems.
• Maintain complex, forward-looking calendars; anticipate scheduling conflicts and ensure optimal time allocation aligned with strategic priorities.
• Prepare briefing materials, background research, and meeting packets in advance of donor, board, and executive meetings, in addition to external partner meetings.
• Track and monitor action items and cross-departmental initiatives to ensure timely execution.
• Provide strategic organizational support to Chiefs in managing external patron and partner relationships and engagement strategies.
• Provide back-up assistance to the President & CEO when the Executive Assistant is not available or in the office.

• Manage incoming correspondence, phone inquiries, and requests; respond independently when appropriate and elevate issues requiring executive attention.
• Draft and edit professional communications on behalf of the Chiefs, including donor and partner correspondence and internal messaging.
• Serve as a liaison between the Chiefs and internal departments, ensuring clear and consistent communication flow.
• Maintain strict confidentiality regarding donor, personnel, and institutional matters.

• Support the planning and execution of internal and external department meetings, including donor meetings, board/committee meetings, retreats, and presentations.
• Coordinate logistics including venue reservations, catering, materials preparation, and technology needs.

• Manage domestic and international travel arrangements with detailed itineraries.
• Prepare and process expense reports and credit card reconciliations.
• Maintain electronic and hard-copy filing systems, ensuring accurate and accessible records.
• Utilize Tessitura, ArtsVision, Pyrus, and other MAA systems to support donor tracking, reporting, and executive needs.

• Independently manage special projects, including presentations, strategic initiatives, and event planning.
• Represent the P&A department and/or CDO/CGO on institutional committees.
• Remain informed of major institutional initiatives, concerts, donor events, and departmental priorities to keep the Chiefs fully briefed and prepared.

• Minimum of 3 years of senior or C-level administrative experience
• Advanced Microsoft Office Suite skills and proficiency with databases such as Tessitura or Arts Vision
• Superior interpersonal and communication skills
• Outstanding organizational skills, attention to detail
• Ability to maintain professional demeanor and composure at all times under stressful conditions.
• Ability to handle complex issues with minimal supervision.
• Demonstrated independent, mature judgment
• Ability to maintain confidentiality
• Ability to successfully prioritize and manage multiple projects and deadlines
• Occasional travel to local and regional meetings and events
• Must be able to occasionally work evening and weekend hours