Executive Assistant to the President and CEO

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Executive Assistant to the President and CEO

The Calgary Philharmonic celebrated 65 years as a pillar of Calgary’s vibrant arts community in 2020 and has grown to be one of Canada’s most celebrated live music ensembles.

Led by music director Rune Bergmann, the Calgary Phil presents classical standards, pop favourites, bold collaborations, and cutting-edge new works, and attracts world-renowned guest artists and dynamic conductors.

In a typical season, the orchestra welcomes over 100,000 visitors to the concert hall and reaches audiences around the world through its free and accessible digital programming and live-stream initiative—an immersive, online concert experience that launched in 2017.

Follow the Calgary Philharmonic @calgaryphil on Facebook, Instagram and Twitter, and register for email updates at calgaryphil.com/newsletter.

The Role

We are looking for an experienced executive assistant to join our administrative team. Are you detail-oriented, forward-thinking, professional, and proactive? Are you passionate about building community through music? As a key member of the administrative team, you will report directly to the president and CEO and work closely with the board of directors, executive team, administrative staff, orchestra musicians and community partners.

The ideal candidate is resourceful, collaborative, and adaptable, with excellent written and verbal communication skills who enjoys working in a fast-paced environment.


  • Provide administrative assistance to the president and CEO and collaborate with the senior leadership team on the daily operations of the Calgary Philharmonic.
  • Perform a variety of functions that require an in-depth knowledge of the programs, goals, and operations of the Calgary Philharmonic as well as awareness and understanding of the president and CEO’s position on relevant issues.
  • Anticipate the needs of the president and CEO and be proactive in identifying potential opportunities and challenges.
  • Create, edit, format, and proof a wide range of documents on behalf of the president and CEO.
  • Prepare budgets and expense reports for the president and CEO.
  • Coordinate, attend and take minutes for reoccurring senior leadership meetings and management retreats.
  • Manage the president and CEO’s calendar to prioritize activities and anticipate resource needs.
  • Attend various partner and committee meetings on behalf of the president and CEO.
  • Provide a full range of administrative support to the Calgary Philharmonic board of directors, board committees and sub-committees.
  • Attend board and committee meetings, take minutes, ensure motions are passed and recorded, and other duties as required.
  • Support the president and CEO with planning and management of government relationships.
  • Work with the director of finance and administration to coordinate human resources activities for the organization.

Desired Qualifications:

  • Post-Secondary education or equivalent experience.
  • Minimum three to five years in a related field with experience reporting directly to senior management.
  • Advanced Microsoft Office skills with proficiency in Word, Excel, PowerPoint, and Outlook.
  • Strong organizational, project management, and problem-solving skills.
  • Ability to effectively manage multiple priorities and to adjust to changing priorities.
  • Ability to maintain confidentiality and exercise diplomacy at all times.
  • Excellent customer service/public relations skills.
  • Experience in a not for profit or performing arts organization an asset.
  • Knowledge of classical music and/or a sincere interest in arts and culture.
  • Demonstrated ability to work both independently and in a team.

Additional Details

Candidates must be available to work flexible hours including attendance at evening/weekend concerts and events throughout the season.

The Calgary Philharmonic Orchestra is an equal opportunity employer .

Location: Arts Commons (Floor 2, 205, 8 Ave. SE)

Application Process

Applications will be reviewed on a regular basis and suitable candidates may be contacted before the deadline.

Please send cover letter, resume, and salary expectations to Paul Dornian, President + CEO, by email to hr@calgaryphil.com.

Deadline: July 23, 2021

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