EXECUTIVE ASSISTANT TO THE CEO

Music Health Alliance

Apply

Job Summary

The Executive Assistant to the CEO at Music Health Alliance requires a proactive and strategic individual with the ability to anticipate needs, think critically, and deliver solutions with the utmost professionalism and integrity. This is an extraordinary opportunity for a highly organized, resourceful, motivated professional who thrives in a fast-paced environment and is eager to make a significant impact within a mission-driven organization.

This position is critical within the organization, providing comprehensive, high-level support to the CEO. The Executive Assistant serves as a gatekeeper, facilitating seamless communication, and ensuring the smooth operation of the CEO’s office. As the right hand to the CEO, this position demands exceptional problem-solving skills, sound judgment, and the ability to maintain strict confidentiality in all matters. As the primary point of contact for the Board of Directors, staff, donors, and clients on matters related to the CEO’s office, the Executive Assistant coordinates executive outreach, assists in the planning and execution of key events and special projects, and liaises with external partners to further organizational objectives.

Job Responsibilities

• On the CEO’s Schedule: Take charge of coordinating all meetings, conferences, travel, and appointments (phone, Zoom, in-person).
• Problem Solver: Anticipate and tackle sensitive issues that come across the CEO’s desk. Prioritize, follow up, and determine the best course of action with a cool head and clear judgment. Present the CEO with solutions, not problems.
• First Impressions Matter: Greet guests and clients with a welcoming presence, whether in person or on the phone. You’re the face of the CEO’s office. In addition, the Executive Assistant will sometimes accompany the CEO to meetings and events where personality and professionalism are essential and expected.
• Keep Things on Track: Prepare and maintain expense reports, quarterly updates, and presentations (PowerPoint, Excel, Outlook, Word, and WordPress mastery is key).
• Bring Events to Life: Work alongside the CEO and the MHA team to help plan and execute memorable events that support our mission.
• Master of Communication: Draft and manage confidential communications with the Board, donors, and clients. Attention to detail is essential to ensure that everything is professional and on point.
• Guard Confidentiality: You’ll be trusted with sensitive information and protecting it with integrity is non-negotiable.
• Stand In for the CEO: Represent the CEO at meetings when needed. You’ll keep things running smoothly in their absence.
• Keep the Databases Clean & Updated: Stay on top of client records and make sure all contact details are accurate and up to date.
• Report Ninja: You’ll use your skills in Word, Excel, PowerPoint, and database tools to create reports, memos, and presentations that are clear, polished, and ready to go.
• Support the Board: Act as a liaison to the Board of Directors, including the scheduling and preparation of Board meetings, and the drafting and review of Board meeting minutes. 
• Prepare Staff Meetings: Prepare agendas and take minutes for staff meetings, making sure everyone stays aligned and on task.
• Deliver Results: Tackle critical projects and tasks with a hands-on approach—whether it’s drafting an agenda or putting together a killer presentation, you’ll ensure the CEO has what they need to lead effectively.
• Prioritize Like a Pro: Stay ahead of conflicting needs and make sure nothing falls through the cracks, all while handling pressure like a champ.
• Protect the CEO’s Time: Fiercely guard the CEO’s schedule, making sure only the most important meetings and events make it through.
• Marketing Updates: Coordinate and refresh organizational marketing materials under the CEO’s guidance.

Qualifications

• Commitment to Public Service & MHA Mission:  Demonstrate a strong dedication to making a positive impact on the community.
• Compassionate & Empathetic:  Display empathy, compassion, objectivity, and an open-minded approach in all interactions.
• Enthusiastic & Self-Motivated:  Bring a proactive and positive attitude to the team, showing self-motivation and enthusiasm.
• Effective Team Player:  Collaborate easily with others, taking instructions when needed and contributing to an energetic, fun, forward-thinking, problem-solving team. 
• Strong Interpersonal Skills:  Build and maintain effective relationships with clients, colleagues, and stakeholders.  Strong communication skills are important.
• Quick Learner:  Possess the ability to grasp new concepts swiftly, adapting to evolving situations.
• Independent Work:  Demonstrate the capability to work autonomously, ensuring timely completion of tasks.  You must be a self-starter with a “can do” attitude. 
• Detail and Solution-Oriented:  Exhibit meticulous attention to detail coupled with strong problem-solving capabilities.
• Trust & Confidentiality:  Maintain the utmost trust and confidentiality in dealing with all matters related to the clients and organization.
• Technology:  Proficient in Adobe (PDF), Microsoft Outlook, Word, Excel, and PowerPoint, in addition to being a quick learner with new technology. 
• Licensure:  Ability to pass health insurance licensure exam. (MHA will assist with the licensure process upon hiring)
• 4-year college degree – preferred
• Executive Assistant experience – preferred
• Knowledge and/or music industry, health and/or non-profit experience – a plus

Additional Information

Benefits

How to Apply

• To apply, please send your resume, cover letter, and references to info@musichealthalliance.com. 
• The position could be filled immediately if the individual is available.

Details

• Date Posted: September 18, 2024
• Type: Full-Time
• Job Function: Administrative
• Service Area: Health (Physical, Mental)
• Start Date: 10/14/2024
• Salary Range: $50,000-$60,000
• Working Hours: 9am-5pm