What are the responsibilities and job description for the Executive Assistant and Office Administrator position at Louisville Orchestra?
TO APPLY: Please send a cover letter (including salary requirements) and resume to:
Nathaniel Koch, Interim Executive Director nkoch@louisvilleorchestra.org
Position Summary
The Executive Assistant & Office Administrator provides essential support to the Executive Director and plays a key role in ensuring the smooth operation of the organization. This position manages the Executive Director’s schedule, communications, and projects, serves as a primary liaison to the Board of Directors and donors, and oversees core office operations. The role requires exceptional organizational skills, professionalism, and the ability to thrive in a fast-paced arts environment.
Who We’re Looking For
A dynamic, resourceful, and proactive professional who can balance multiple responsibilities with poise and discretion. The ideal candidate is:
- A strong communicator with excellent judgment.
- Highly organized, detail-oriented, and skilled at managing competing priorities.
- Comfortable in a visible, trusted role with access to confidential information.
- Adaptable, collaborative, and energized by the mission of a leading cultural institution.
- Equipped with a sense of humor and emotional intelligence—both essential in our fast-moving, creative environment.
Key Responsibilities:
Executive Support
- Manage the Executive Director’s schedule, meetings, travel, and expense reporting.
- Draft and review correspondence, prepare briefing materials, and organize documents for meetings.
- Serve as the primary point of contact for internal and external communications on behalf of the Executive Director.
- Build and maintain strong relationships across the organization and with external partners.
- Lead or support special projects as assigned.
Board Relations
- Coordinate Board and committee meetings, including agendas, materials, logistics, and minutes.
- Maintain discretion and professionalism in all interactions with Board members.
- Support Board communications and engagement initiatives.
Development Support
- Partner with the Development team to advance donor relationships.
- Draft correspondence and coordinate donor communications on behalf of the Executive Director.
- Assist with events hosted by the Executive Director.
Office Administration
- Manage office operations, including supply orders, key and fob access for staff, vendor coordination, mail, and meeting logistics.
- Oversee office systems such as copiers and shared resources.
- Support a positive, efficient, and well-functioning work environment for staff.
Qualifications
- Bachelor’s degree in arts administration, fine arts, business, or related field.
- 1–3 years of professional experience in administrative, executive support, or related roles.
- Strong organizational skills with attention to detail and follow-through.
- Ability to handle confidential information with discretion.
- Problem-solving mindset with the ability to anticipate needs.
- Proficiency with Microsoft Office and comfort with technology systems.
- Availability of working evenings and weekends is required.
TO APPLY: Please send a cover letter (including salary requirements) and resume to:
Nathaniel Koch, Interim Executive Director nkoch@louisvilleorchestra.org
