Executive Assistant & Board Liaison

The New Jersey Symphony is seeking a collaborative administrator to fill the position of Executive Assistant & Board Liaison. This position plays a pivotal role at the Symphony as they act as the main liaison to the organization’s administrative members and trustees and support the President & CEO in promoting the Symphony’s mainstage events and educational programs.

Department: Office of the President & CEO
Reports to: President & CEO
Supervises: None
Location: Principal Office – Newark, New Jersey until Symphony Center opens, at which point Jersey City
Status: Full Time, Exempt
Salary: $75,000–$80,000

About the Organization

As an integral part of the musical landscape in the country’s most vibrant cultural corridor, the New Jersey Symphony (Symphony) has for over one hundred years continued to enrich lives through a passion for musical excellence and a commitment to New Jersey, its people, and its communities. The Symphony has been recognized by The Wall Street Journal as “a vital, artistically significant musical organization,” led by Music Director Xian Zhang—a “dynamic podium presence”—since 2016. The New York Times has praised Zhang for her “technical abilities, musicianship, and maturity.”

The New Jersey Symphony, with an annual operating budget of more than $17 million and a modest endowment, currently serves as the resident orchestra of the New Jersey Performing Arts Center with additional performance series in four other outstanding venues throughout New Jersey. With more than 140,000 New Jerseyans of all ages enjoying more than 160 concerts, education, and community events each year, and with numerous partnerships with arts organizations, universities, and civic organizations, the Symphony has cultivated broad support, with more than 3,000 loyal patrons donating and subscribing, with thousands more attending each concert weekend.

In addition to its lauded artistic programming, the New Jersey Symphony presents a suite of nationally recognized education and community engagement (ECE) programs that promote meaningful, lifelong engagement with live music, annually serving as many as 60,000 New Jerseyans in nearly all of its 21 counties. Core program offerings include Concerts for Young People; the New Jersey Symphony Youth Orchestra; Preschool Program; and the touring chamber music program, New Jersey Symphony Community Partners. Through its diverse array of programs, the Symphony expands access to quality music instruction as well as provides vital arts learning experiences that reinforce social and emotional learning outcomes, foster confidence, and bring joy.

Following its 2022–23 Centennial Season, the New Jersey Symphony is riding a wave of momentum as it enters an exciting new phase in history. The Symphony adeptly navigated the pandemic, earning Emmy awards for its virtual concerts featured on NJ PBS; completing its first-ever professional branding engagement with an outside branding agency; and moving to a new ticketing, CRM and eCommerce system, which has resulted in single ticket sales exceeding pre-pandemic levels.

With a new strategic plan, the New Jersey Symphony now embarks on a bold vision for the future, the centerpiece of which will be a new Symphony Center that includes a 550-seat, versatile performance space in Jersey City.

This transformational initiative and expansion into Jersey City will make the organization a community place-maker and will be the largest venue in Jersey City’s Powerhouse Arts District–a city that is on track to surpass Newark as the most populated city in the state. The new 44,000-square-foot Symphony Center will also include space for administrative offices, establish a permanent rehearsal hall for the musicians, and expand performance, education programs and community engagement opportunities. The Symphony Center will diversify earned revenue through rentals and presenting activities, and increase contributed revenue associated with capital projects and expanded community programs. The New Jersey Symphony, which will activate and manage the venue for the City of Jersey City, expects final interior theater construction to be completed for a January 2027 public opening.

About the Position

The Executive Assistant & Board Liaison is a full-time position that provides high-level administrative support to the President & CEO and is the primary administrative liaison to the New Jersey Symphony Board of Trustees, its committees (Executive, Governance, Finance & Investment, Development, DEI, Education & Community Engagement, Marketing).

This position reports to the President & CEO. This is a unique opportunity to be a part of a dynamic, collaborative, creative work environment dedicated to artistic excellence, education and community engagement.

Responsibilities and Duties

Proactively support the President & CEO with administrative duties including calendar management and scheduling of internal and external meeting calendars.
Book and manage travel itineraries, and events in coordination with the development department.
Coordinate and provide briefings and agendas for the President & CEO’s appointments/meetings/speaking engagements, and work to coordinate follow-up items as needed.
Provide support for high-level donor stewardship and engagement events to including President & CEO donor updates to CRM database, occasionally accompanying President & CEO to meetings, events and symphony concerts.
Assist the President & CEO with communications (may include emails, reports, drafting documents and letters, Board communications, presentations, press releases, etc.).
Schedule, organize and take minutes of all board meetings, regular committee meetings, new board trustee orientations, receptions, house parties, and events as directly related to the Board and President & CEO.
In conjunction with the development department, monitor compliance issues and individual board member performance and giving requirements.
Provide administrative support for the Board, and committees: scheduling meetings, securing meeting locations, maintaining official minutes, preparing for Board meetings and all committee meetings including the preparation of agenda and board packets, sending out all packets (agendas and minutes), printing handouts, setting up projector/screen/conference tech, coffee/water/meals as needed, etc.
Work with President & CEO to ensure action items and follow up after all Board and committee meetings.
Support President & CEO with project management of key initiatives.
Track, prepare and submit President & CEO monthly expenses to finance department.

Key Skills and Qualifications

Exceptional Communication: Strong written and verbal communication skills are essential for clear and diplomatic interaction with President & CEO, staff, musicians and board.
Organizational Abilities: Superior organizational skills are needed to manage schedules, projects, and information effectively.
Discretion and Confidentiality: The ability to handle sensitive and confidential information with professionalism and tact is crucial.
Technical Proficiency: Proficiency in common office software like Microsoft Word, Excel, and PowerPoint is necessary for document preparation. Working knowledge of Tessitura CRM platform preferred, however, training is available.
Problem-Solving: The capacity to anticipate problems and find solutions is key to supporting executive functions.
Project Management: Experience managing multiple projects and deadlines simultaneously is often required.
Team Oriented: works effectively with others; actively contributes to the achievement of the group.
Digital/Social Platforms: Ability to perform and excel in a digital/social media environment.

Required Education and Experience

Bachelor’s Degree preferred
2–3 years of preferred
Demonstrated executive support experience
Strong writer with high attention to detail
Capacity to work outside normal business hours to meet the stewardship needs of the President & CEO

Salary and Benefits: The salary range for this position is $75,000–$80,000 annually. New Jersey Symphony offers a generous benefits package, including health, dental, insurance options and pension. Relocation reimbursement is not offered for this position.

Hours: Full time, evenings and weekends required, specifically for working at concerts and events in multiple locations throughout northern and central New Jersey.

The New Jersey Symphony celebrates the cultural vibrancy of our communities and builds meaningful relationships that elevate and strengthen them. We seek to create a culture of inclusion and a work environment that values hard work, professionalism and creativity. We are committed to diversity and equal opportunity in our recruitment and hiring. Qualified candidates of all backgrounds are welcome to apply for open positions.

To Apply

Please email resume and cover letter to applications@njsymphony.org. Include “Executive Assistant & Board Liaison position” in the subject line.

The New Jersey Symphony is an equal opportunity employer. No phone calls please.