The Philadelphia Orchestra and Ensemble Arts · 17 hours ago
Administrative Coordinator, Finance
Philadelphia, PA
Full-time
Onsite
Senior Level
5+ years expThe Philadelphia Orchestra and Ensemble Arts is a prominent cultural institution in Philadelphia, seeking an Executive Assistant to support the CFO and Finance Group. This role involves providing high-level administrative support, assisting with financial operations, and ensuring efficient contract and legal management within the organization.
Performing Arts
Responsibilities
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
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
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
Qualification
Required
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
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
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
Benefits
Health insurance
Retirement plan
Generous paid time off
Company
The Philadelphia Orchestra and Ensemble Arts
The Philadelphia Orchestra and Ensemble Arts is boldly leading the way in building a bright, inclusive future for the performing arts—as the center of cultural life in Philadelphia, and as a model for the nation.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Leslie Patterson-Tyler
Vice President of Program Communications and Partnerships
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