Job Posting: Executive Assistant

This position has been filled.
Reports to President & CEO, Director of Development


The Executive Assistant will further the mission at Jazz St. Louis by providing excellent and energetic administrative support to both the President & CEO and the Director of Development.  The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Position Functions

  • Manage calendar of the President & CEO
  • Draft correspondence and other communications for President & CEO
  • Organize and maintain files, including confidential personnel files, minutes of Board meetings and other Board-related information
  • Working with the staff, create agendas for staff meetings and document action items and related follow up reports
  • Coordinate Board meeting and Board committee schedules, meeting locations and meeting notifications; coordinate distribution of meeting materials
  • Take minutes at Board and Board Committee Meetings and distribute minutes as appropriate
  • Maintain historical records of Board appointments, terms of office and motions
  • Update and issue contact list for Board and Board Committees
  • Prepare weekly acknowledgement letters and other donor correspondence.
  • Maintain foundation, corporation and individual donor files.
  • Manage the donor database by updating mailing addresses and other changes, adding new accounts, merging duplicate accounts, etc.
  • Conduct donor research on prospective corporate and individual donors.
  • Coordinate printing and mailing of annual appeal letters, and Gala or other fundraising event invitations.
  • Maintain guest lists, gather and prepare registration materials and other duties as assigned for fundraising events.
  • Manage donor stewardship activities as assigned, including mailing of birthday cards, sending flowers or other gifts, etc.
  • Other duties as assigned by the President & CEO and Director of Development.

Experience and Skills

  • Experience working with a culturally diverse workforce and constituencies; excellent human relations skills
  • Ability to work effectively under deadlines, excellent organizational and time management skills
  • Ability to work with little direction
  • Working knowledge of computer systems, Microsoft Office suite, and experience using database software, especially Raiser’s Edge.
  • College degree preferred
  • Minimum of three years’ experience required

Please send cover letter, resume, and professional references to

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