The Barbershop Harmony Society (BHS) seeks an Executive Assistant to the CEO. The BHS is a vibrant 80-year-old fraternal organization of 22,000 passionate singers in the United States and Canada. Under the new leadership of CEO Marty Monson, today’s BHS is a high energy, quickly evolving organization whose budget has grown by 21 percent in the last three years. This is an entrepreneurial but collegial and collaborative environment. The BHS is focused on creating a better world through singing, bringing people together in harmony and fellowship.
Reports To: Chief Executive Officer
Summary: Reporting directly to the Executive Director, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the front line point of contact for internal and external constituencies on all matters pertaining to the Executive Director. The Executive Assistant also serves as a liaison to the board of directors; organizes and coordinates Executive Director outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small entrepreneurial environment that is mission/vision-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgement in a variety of situations, with strong written and verbal communications, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Role and Responsibilities:
- Completes a broad variety of administrative tasks for the Executive Director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that may be highly sensitive or confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Plans, coordinates and ensures the Executive Director’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the Executive Director’s time.
Communicates directly, and on behalf of the Executive Director, with Board members, members, Barbershop Harmony Society staff, and others, on matters related to Executive Director’s programmatic initiatives.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response.
Provides a bridge for smooth communication between the Executive Director and internal business owners; demonstrating leadership to maintain credibility, trust and support with business owner staff.
Works closely and effectively with the Executive Director to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the Executive Director updated.
Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Executive Director, some of which may have organizational impact.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive Director’s ability to effectively lead the organization.
Prioritizes conflicting needs, handles matters expeditiously, proactively and follows-through on projects to successful completion, often with deadline pressures.
On behalf of the Executive Director, sits on the Social Committee responsible for internal and external employee events
Assists Executive Director with the annual business planning process and quarterly plan updates
Board Support and Liaison
- Serves as the Executive Director’s administrative liaison to Barbershop Harmony Society board of directors
Assists board members with travel arrangements, lodging and meal planning as needed
Maintains discretion and confidentiality in relationships with all board members
Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
Executive Team Liaison
Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
Assists in coordinating the agenda of Executive Team meetings and off-sites, and all-staff meetings
Assists in the recruitment, training and support of full-time, part-time, interns and local volunteers supporting Barbershop Harmony Society resources
Communications, Partnerships, and Outreach
Ensures that the Executive Director’s bio is kept updated and responds to requests for materials regarding the Executive Director
Edits and completes first drafts for written communications to external stakeholders
Assists Executive Director to determine annual field representatives at district conventions and events
Assists Executive Director to manage Global Affiliate and World Harmony Council relationships
Follows up on contacts made by the Executive Director and supports the cultivation of ongoing relationships
Serve as main contact for Society Archive inquiries and receipt of donations
Very strong interpersonal skills and relationship builder between departments, board members, external partners and volunteers
Excellent organizational, analytical, and administrative skills and the ability to take a proactive, self-directed approach to projects with excellent attention to detail
Expert level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Highly resourceful team-player, with the ability to also be extremely effective independently
Exceptional support skills, including the ability to respond to members, internal staff and others in a professional, knowledgeable and friendly manner
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
EDUCATION AND EXPERIENCE REQUIREMENTS
Minimum of five to tens years of administrative/executive support experience, preferably in a non-profit organization
Previous experience working for a professional membership organization is a plus
Experience and interest in optimizing and streamlining day to day administrative duties
Strong computer skills and proficiency with Google Apps suite, Basecamp and mail merge programs.
The BHS is an association of approximately 22,000 members in the United States and Canada and an additional 10 affiliated international organizations, dedicated to preserving the art of the barbershop style of a cappella singing and encouraging men to share in the joys of barbershop harmony.
Founded in 1938 as the Society for the Preservation and Encouragement of Barber Shop Quartet Singing in America, Incorporated (aka SPEBSQSA), BHS is the world’s largest all-male singing organization. At the heart of its identity is the preservation and encouragement of barbershop singing, a uniquely American close harmony musical form whose roots lie in African-American improvisation and European harmonic traditions. Today the fellowship, fulfillment, and excitement of vocal music is attracting a new generation of singers: barbershop is “hot” and the BHS is making it happen. The BHS has a 12-member Board of Directors.
The BHS has a collective vision based on four Pillars that guide the organization’s growth and development:
Through the medium of barbershop harmony, we maintain and expand supportive services for a global community of artists.
Through the medium of barbershop harmony, we elevate artistic and leadership skills through education and best practices.
Through the medium of barbershop harmony, we establish lifelong singing as a core community asset.
We scale our impact by growing social enterprises, individual philanthropy, and institutional philanthropy.
Also resident in the Society’s Nashville headquarters is Harmony Foundation International, a separately incorporated charitable trust responsible for raising money, currently focused on individual philanthropy, to support the Society’s educational and charitable mission, programs, and other special projects.
We are an EOE that offers competitive wages, weekends off, on-the-job training, medical, dental, vision, and retirement plans.
Barbershop Harmony Society
Do you love the idea of making an impact by supporting programs and projects that bring people together in fellowship and song? Do you want to work with an organization that won Nashville’s Best Places to Work for the past two years?
The Barbershop Harmony Society (BHS) is an innovative organization working to bring Everyone in Harmony----we support 700+ communities of artists, a dedicated and enthusiastic international membership base of singers, and millions of people interested in 4-part A Cappella singing.
We are looking for a passionate and motivated Project Coordinator to help us change lives by creating, maintaining, and executing a project plan for assigned projects that advance four main pillars of the organization:
Through the medium of barbershop harmony, we provide essential services and events that expand, support and celebrate a global community of singer/artists.
Through the medium of barbershop harmony, we elevate artistic and leadership skills for this community, through education and best practices.
Through the medium of barbershop harmony, we promote lifelong singing as a core community asset, with a variety of outreach programs and partnerships aimed at singers, youth, and music educators.
We scale our impact by building a strong, balanced financial platform driven by social enterprise, individual philanthropy, and institutional philanthropy.
As a Project Coordinator, you will play multiple roles and look forward to frequently changing your hat and tackling new challenges.
In this position, you will:
Administer and organize multiple projects, from simple activities to more complex plans.
Maintain and create project documentation and reporting on project results and impacts as well as new processes and projects resulting from the projects above.
Build and collaborate with all project teams (paid and volunteer) to deliver on time project results.
Prioritize project work with the Senior Director of Impact to fulfill our annual business plan results.
Gather business requirements for new ideas and business needs.
We’re the perfect match if you:
Have experience in project management, from conception to delivery.
Have solid organizational skills, including multitasking and time-management.
Have a laser focus on the details but can also see the big picture.
Have excellent communication skills and love to use them.
Have at least 2 years related experience/training in project management, volunteer engagement, and measurement & evaluation of project results, or combined education & work experience.
Are a natural leader, with the ability to coach for positive results.
Are computer savvy with a solid working knowledge of Microsoft Office programs., Google Suite products and project management tools (like Basecamp, slack, and/or Trello).
Like the idea of growth potential, and will seek out opportunities to push yourself.
Have a Bsc in Business Administration or related field (not required)
Have a PMP or CAPM certification in project management (not required)
What’s in it for you:
Competitive compensation package
10 days of paid vacation (eligible after 90-day probation period, prorated during first year of employment)
8 paid holidays and December 24 - January 31 off
8 paid sick days per year
100% company funded individual health, dental, and vision insurance
Optional short-term and long-term disability insurance
401K company match
Work with one of Nashville’s Best Places to Work
Staff fun like baseball games, Talent Shows, boat rides, bowling---we even saw the Star Wars movie this December!
A chance to make a difference in the lives of others