Position Title:
Executive Assistant to the EVP & CFO and Finance GroupDepartment: Finance Reports To: Executive Vice President & Chief Financial Officer (EVP & CFO)Position SummaryThe Executive Assistant to the CFO and Finance Group will play a critical role in ensuring the smooth and efficient operations of the finance and legal functions within the organization. Serving as a key liaison and administrative partner, the Executive Assistant will provide high-level support to the CFO and assist the Finance Group in day-to-day activities.
This position requires exceptional organizational skills, discretion, and attention to detail, along with a foundational understanding of accounting and contract management. The successful candidate will be a proactive problem-solver with the ability to manage multiple priorities in a dynamic, fast-paced environment.Responsibilities:Executive Support to the CFO
- Provide comprehensive administrative support to the CFO, including managing calendars, scheduling meetings, and coordinating travel arrangements.
- Serve as the primary point of contact for internal and external communications on behalf of the CFO, handling confidential information with discretion.
- Prepare meeting agendas, draft correspondence, and ensure timely follow-up on action items.
- Assist with Board of Directors communications, including coordinating Finance, Investment, and Audit Committee meetings, preparing materials, and recording minutes when required.
- Support special projects and initiatives led by the CFO, ensuring timely execution and tracking deliverables.
Finance Group Support
- Assist the Finance Group in routine financial operations, including invoice review, expense reconciliation, and report preparation.
- Provide administrative support for financial reporting cycles, audits, and tax preparation processes.
- Maintain and organize financial documents, ensuring accessibility and compliance with record-keeping policies.
- Help coordinate budget meetings, track deadlines, and compile budget-related materials.
- Work with the accounting team to assist with basic bookkeeping tasks such as data entry, document scanning, and financial reconciliation.
Contract and Legal Support
- Assist with basic contract review under the guidance of counsel or finance leadership, ensuring accuracy and compliance with organizational policies.
- Coordinate the execution of contracts, including obtaining necessary signatures, tracking renewals, and maintaining organized contract files.
- Liaise with external legal advisors and ensure timely follow-up on pending matters.
- Assist with legal document management, maintaining confidentiality and proper filing systems.
Knowledge, Skills, and Experience:
- Bachelor’s degree in Business Administration, Accounting, or related field preferred; equivalent work experience will be considered.
- Minimum of 5 years of experience in an executive support role, preferably supporting C-suite executives in finance, legal, preferably in nonprofit settings.
- Skills and Competencies:
- Strong organizational and time management skills with the ability to prioritize tasks effectively.
- Basic understanding of accounting principles and financial documentation/statement presentation.
- Familiarity with contract review processes and legal terminology.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint); experience with accounting software or legal document management systems is a plus.
- Excellent written and verbal communication skills.
- Ability to handle confidential and sensitive information with professionalism and discretion.
- Strong analytical and problem-solving skills with a proactive mindset.
- Ability to work both independently and collaboratively in a team environment.
- Preferred Qualities:
- Experience in the nonprofit sector or performing arts organizations.
- Ability to anticipate needs and adapt quickly to changing priorities.
- Detail-oriented with a high level of accuracy in all work.
Work Environment and Requirements:
- Standard office hours with occasional evening or weekend work required during peak periods.
- Competitive salary commensurate with experience.
- Comprehensive benefits package including health insurance, retirement plan, and generous paid time off.
- Opportunity to work in a dynamic and collaborative environment that values creativity and the performing arts.
A resume and cover letter are required.
About The Philadelphia Orchestra and Ensemble Arts Philly
The Philadelphia Orchestra and Ensemble Arts Philly (POEA) bring together one of the world’s preeminent orchestras with the iconic venues that have anchored Philadelphia’s cultural life for nearly 170 years. As owner and operator of the Academy of Music, Miller Theater, and the Kimmel Center for the Performing Arts, and the programming partner for the historic Forrest Theatre, POEA serves as a cornerstone of the city’s artistic and civic identity, welcoming one million people annually to a vibrant constellation of stages across Center City.Representing both the world-renowned Philadelphia Orchestra and a dynamic roster of resident partners and visiting artists, POEA presents more than one-thousand events annually that represent a wide range of programming, including Broadway, classical, comedy, theater, jazz, dance, and family presentations, reflecting and serving the breadth of the region’s communities.
Through innovative programming, robust educational initiatives, deep commitment to diverse communities, and expanding digital platforms, POEA acts as a convener and civic partner—bringing people together, fostering dialogue, and creating an expansive, inclusive future for the arts in Philadelphia and beyond.The Philadelphia Orchestra and Ensemble Arts is an equal opportunity employer. All applicants are considered for employment without attention to race, color, age, religion, sex, sexual orientation, gender identity, national origin, ethnicity, veteran or disability status.Employees are expected to be able to perform the essential duties and responsibilities of this position, with or without job modification/reasonable accommodation.
If an employee believes a job modification/reasonable accommodation is needed, please contact Human Resources so that a review can be conducted. POEA strives to comply with the accommodation provisions of the Americans with Disabilities Act, Title VII of the Civil Rights Act, the Pregnant Workers Fairness Act, and other related federal, state, and local laws.
