Executive Assistant and Board Liaison

Description

The Saint Paul Chamber Orchestra is seeking a highly organized, proactive, and relationship-oriented Executive Assistant & Board Liaison to provide high-level support to the President & Managing Director and serve as a key partner to the Board of Directors and board committees. This highly visible role sits at the intersection of executive operations, board governance, organizational communication, and stakeholder engagement, helping ensure that the President & Managing Director, board leadership, staff, musicians, donors, volunteers, and community partners are well supported and aligned. The ideal candidate will bring excellent judgment, discretion, attention to detail, and the ability to anticipate needs, manage competing priorities, and build trust across a wide range of constituencies. Because this role supports executive, board, concert, and event activity, it requires a significant in-person presence, including some evenings and weekends, with hybrid work available when responsibilities allow. 

About The SPCO

The Saint Paul Chamber Orchestra (SPCO) is widely regarded as one of the finest chamber orchestras in the world. For more than 65 years, the SPCO has enriched the cultural life of the Twin Cities through extraordinary artistry, innovative programming, and a unique musician-led artistic model.  Through concerts across the region, community partnerships, and a commitment to accessibility, the SPCO strives to ensure that great music is available to all. Our musicians, staff, and board share a deep commitment to artistic excellence, collaboration, and service to the community, working together to create an inclusive and creative environment where artistry and people can thrive.

Position Summary

The Executive Assistant & Board Liaison provides comprehensive administrative, operational, and governance support to the President & Managing Director and the Board of Directors. This position manages executive scheduling, meeting preparation, communications, travel logistics, expense reporting, project tracking, and follow-up on organizational priorities. The role serves as a primary staff liaison to the Board of Directors and assigned committees, coordinating meeting logistics, preparing materials and minutes, maintaining governance records, supporting board onboarding and engagement, and helping ensure timely communication among board leadership, staff, musicians, and other key stakeholders. In support of the SPCO’s musician-led artistic model, this position helps facilitate clear communication, strong relationships, and effective coordination across the organization. 

Key Responsibilities

Executive Support

• Provide high-level administrative support to the President & Managing Director
• Manage a complex and dynamic calendar, scheduling meetings and coordinating priorities 
• Assist with email management, as directed by the President & Managing Director
• Prepare correspondence, presentations, reports, meeting materials, and other executive communications
• Coordinate travel arrangements, itineraries, and related logistics 
• Manage confidential information with discretion and professionalism
• Track projects, deadlines, follow-up items, and organizational priorities on behalf of the President & Managing Director
• Serve as a key point of contact for internal and external stakeholders
• Process, track, and reconcile monthly expense reports

Board Governance & Liaison Support

• Serve as primary staff liaison to the Board of Directors and assigned board committees
• Coordinate logistics for board and committee meetings, including scheduling, meeting notices, agendas, materials and/or presentations, technology, and meeting preparation
• Attend all board and committee meetings and prepare official meeting minutes for all board and committee meetings
• Maintain governance records, board policies, committee rosters, resolutions, and historical documentation
• Track board and committee actions, assignments, and follow-up items to ensure timely completion
• Support board recruitment, onboarding, orientation, and continuing education efforts
• Assist board leadership and committee chairs with planning, communications, and meeting preparation
• Maintain board portals and governance systems to ensure information remains current and accessible. Update the annual Board Directory and other confidential information as requested
• Plan and coordinate timely distribution of board and committee materials, support cross-functional preparation for governance meetings, and maintain electronic governance records in accordance with organizational practices
• Respond to board member requests and coordinate organizational information or support as appropriate

Organizational Coordination

• Coordinate logistics for organizational celebrations, and special events. Support the development and marketing teams with donor events or other patron gatherings
• Help ensure a welcoming and professional experience for guests and constituents
• Collaborate with development, marketing, artistic, and operations staff on event-related activities
• Facilitate communication and coordination among staff, musicians, board members, and volunteers
• Assist with special projects and cross-departmental initiatives as assigned
• Support organizational planning efforts and administrative processes
• Help maintain efficient office systems, procedures, and records
• Contribute to a collaborative, service-oriented workplace culture
• Manage office supply inventories and administrative support resources
• Support vendor relationships and routine office operations

Requirements

Required

• Three to five years of progressively responsible administrative, executive support, governance, or related experience 
• College degree or equivalent combination of education and experience
• Exceptional organizational and project management skills
• Strong written and verbal communication abilities
• Demonstrated ability to manage multiple priorities with accuracy and attention to detail
• Ability to exercise sound judgment, discretion, and confidentiality
• Proficiency with Microsoft Office Suite and virtual meeting platforms
• Ability to work occasional evenings and weekends in support of board meetings, concerts, and organizational events

Preferred

• Experience supporting executives, boards of directors, or nonprofit governance functions
• Experience in arts, culture, nonprofit, higher education, or mission-driven organizations
• Familiarity with board management software and governance best practices
• Experience coordinating meetings, events, and hospitality functions

Desired Attributes

The successful candidate will be:

• Proactive and resourceful, anticipating needs before they arise
• Professional, diplomatic, and highly relationship-oriented
• Comfortable working with individuals from diverse backgrounds and perspectives
• Adaptable and calm in a dynamic environment
• Committed to excellence, service, and collaboration
• Enthusiastic about the mission of the Saint Paul Chamber Orchestra and the role music plays in community life
• Able to work effectively within the SPCO's musician-led artistic model and build strong relationships across staff, musicians, board leadership, and volunteers

Benefits Include:

• Medical and Dental Insurance with generous employer contributions
• Employee Assistance Plan
• Voluntary Vision Insurance
• Company paid Life, AD&D and Long-Term Disability insurance
• Voluntary workplace benefits including Short Term Disability, Cancer Care, Hospitalization and Accident insurance plans
• Workers Compensation insurance
• 403(b) Retirement Savings Plan (Traditional and Roth options) with 5.5% match for administrative employees
• Generous Paid Time Off (PTO) and Paid Sick time
• Free tickets to most SPCO concerts
• Hybrid work environment

For best consideration, please apply by July 10, 2026.  Position will be open until filled.

Must be able to pass a criminal background check.

All applicants must submit a cover letter along with a resume for consideration.