Executive and Advancement Assistant

Los Angeles Master Chorale

Los Angeles, CA

Title:               Executive and Advancement Assistant

Reports to:    President & CEO, with dotted line to Chief Advancement Officer

Status:            Full Time / Regular / Non-Exempt

Salary:            DOE

Summary of Duties:   The Los Angeles Master Chorale, a resident company of The Music Center of Los Angeles, seeks a motivated individual to serve as Executive and Advancement Assistant (EAA).    This position provides direct support to the President & CEO and Chief Advancement Officer, manages the President & CEO’s calendar and travel, and serves as the liaison with the Board of Directors.  The EAA drafts correspondence and meeting minutes; interacts with the board, donors, and the executive staff of other arts organizations; manages donor acknowledgements and stewardship data; and prepares materials and rooms for meetings.  This position requires exceptionally high degrees of confidence, tact and attention to detail.  Because the position serves as a shared resource in an entrepreneurial, fast-paced environment, the successful candidate must have an ability to nimbly multi-task and set priorities in a manner that advances the Master Chorale’s interests.

Essential Duties, Responsibilities, Functions:

Board Liaison:

  • Schedule and organize Board of Directors meetings and meetings of Board committees and task forces;
    • Poll participants for availability for proposed meeting dates
    • Draft and distribute agendas and meeting materials via the Board portal
    • Arrange for meeting logistics: meeting rooms, catering, equipment setup, parking validation
  • Communicate arrangements with respect to performances, special events, and donor meetings to relevant Board members
  • Prepare meeting minutes for Board meetings and committee meetings promptly.  Ensure that approved, Secretary-signed minutes are maintained in the meeting book
  • Maintain Board roster, the skills/experience/demographics grid, giving and ticket history, and officer position, and ensure the accuracy of the Master Chorale’s website and program books

President & CEO and Chief Advancement Officer Executive Administrative Support:

  • Support the President & CEO and CAO with Board and Committee meeting follow-up, drafting and updating prospect lists, reports, and other materials as requested
  • Draft correspondence for President & CEO and CAO, including acknowledgement letters, thank you cards, and other executive communications as assigned
  • Manage the calendars of the President & CEO and CAO
  • Make meeting arrangements and provide appointment reminders on their behalf
  • Manage travel arrangements, as requested

Advancement Department Support:

  • Manage weekly donor acknowledgement letter mailings and monthly membership mailings
  • Perform daily gift entry into Tessitura database
  • Track RSVPs and manage guest lists for special events
  • Provide general administrative support for Advancement Department: copying, printing, mailing, correspondence
  • When requested, assist Advancement Department team with preparing donor meeting materials and donor stewardship gifts and executing cultivation activities
  • Attend Master Chorale concerts and events as needed to provide support
  • Other duties, as assigned

Key Qualifications:

  • Highly organized and able to set priorities
  • Attention to detail
  • Highly motivated self-starter
  • Ability to multi-task and adapt to shifting priorities in a fast-paced environment
  • Comfort working in a shared-resource role and working with team members
  • Excellent verbal and written communication skills
  • Exceptionally high degree of professionalism, confidence and tact
  • Experience with Tessitura database a plus
  • A passion for the mission and aspirations of the Master Chorale


A competitive salary commensurate with qualifications and experience and benefits will be provided.

Application Process:

Please submit a cover letter specifying how your experience relates to this position with the LA Master Chorale, a current résumé, and writing samples applicable to this position’s job description. Please attach documents in .pdf or .doc format.

Submit application materials at www.lamasterchorale.org/auditions-jobs

The Los Angeles Master Chorale provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, the Los Angeles Master Chorale complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

The Los Angeles Master Chorale expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of the Los Angeles Master Chorale’s employees to perform their job duties may result in discipline up to and including discharge.

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