Executive Support Manager and Board Liaison

Established with the mission of providing access without barriers, Kaufman Music Center proudly programs a comprehensive musical experience for students, performers and audiences in New York and beyond. Merkin Hall, the Center’s intimate performance venue, provides unparalleled access to today’s most compelling artists, workshops, and competitions, offering students, artists and audiences alike the chance to share music at the highest level. Its acclaimed Artist-in-Residence program also gives those performers the resources to develop groundbreaking, multidisciplinary projects as well as educational opportunities to mentor and inspire. Kaufman Music Center continuously cultivates and nurtures new generations of artists through Special Music School, New York’s only K-12 public school prioritizing an intensive, immersive, and musically-focused education without financial barriers, as well as Lucy Moses School, Manhattan’s largest community performing arts school for students of all ages. 

Kaufman Music Center seeks a full-time Executive Support Manager and Board Liaison to provide administrative support to the Executive Director, serve as a liaison to Kaufman Music Center’s Board of Trustees and Committees and manage a wide portfolio of general administrative responsibilities, primarily within the departments of Development, Finance and Human Resources.

PRIMARY RESPONSIBILITIES

Executive and Administrative Support

• Manage the Executive Director’s professional calendar with attention to detail and discretion, including daily prioritization of inbound requests, respect for blackout/quiet work windows, and a two-steps ahead approach to spotting and resolving conflicts
• Attend executive and department meetings as assigned with particular focus on developing a broad understating of the work of Kaufman Music Center and specific awareness of key projects and initiatives
• Ensure that the Executive Director is prepared for meetings, providing briefings as necessary and ensuring that supporting materials are at hand
• Monitor attendee lists for concerts and events and promptly notify Executive Director and Chief Development Officer when Board Members, donors, and key stakeholders will be in attendance
• Working within Development Department systems, maintain records of Executive Director’s interactions with Board Members, donors, and prospects
• Assist the Development Office with prospect research and tracking in Tessitura (CRM) and iWave (Donor Research Database), including contact information, correspondence, and key action items related to the Executive Director
• In conjunction with the Development Department, perform gift and data entry; weekly duties are split with the Development Operations Assistant
• Assist Development Department with crucial fundraising events (such as the Annual Gala and Day of Musical Action), as well as smaller donor receptions throughout the season
• Provide overflow administrative support to Development, Finance & HR, during high-volume periods e.g. scheduling and coordination of meetings with multiple stakeholders, document preparation, purchasing, post and mailing, etc.
• Manage the administrative offices including ordering and restocking of supplies and other support tasks as requested
• Special Projects as assigned by the Executive Director

Board Liaison

• Work with the Executive Director and Chief Development Officer to help develop action plans to cultivate Board of Trustees engagement and serve as a key point of contact for members. The Board Liaison will be a highly visible and trusted presence to the members of the Board
• Schedule all Board and Committee meetings including preparation and distribution of materials
• Provide logistical support, including catering requests, IT coordination, and room booking for all Board and Committee meetings
• Prepare thorough notes of each Board and Committee meeting and maintain all official Board minutes in accordance with bylaws and established practices
• Ensure follow up on Board action items. This will require frequent engagement and effective communication with internal departments, Executive Director, and Board Members and their support teams
• Draft and/or proofread related correspondence on behalf of the Executive Director
• Provide administrative support to Board Committees as assigned by the Executive Director
• Liaise with Senior Staff members to coordinate related reporting

SKILLS & QUALIFICATONS

• At least 3 years experience working in a similar role, in a fast-paced Development Department, or in a position that required frequent, direct engagement with Executives and key stakeholders
• Work experience in music, performing arts, or an educational environment
• Proficiency with Microsoft Office Suite is a requirement. Experience with Tessitura a plus
• Ability to project a calm demeanor while taking a can-do approach to solving problems, including seeking help from others
• Specific experience managing multiple deadlines simultaneously
• Flexibility and a collaborative team spirit