Executive Assistant to the Provost

Cleveland Institute of Music

Be the future of classical music

Cleveland, OH

Work Location: In-office


Website cim_edu Cleveland Institute of Music

Be the future of classical music

Company Overview

The Cleveland Institute of Music (CIM), founded in 1920 with composer Ernest Bloch as the founding director, is one of just seven independent conservatories of music in the United States, one of three devoted exclusively to classical music performance and the only nestled in America’s heartland. CIM’s campus – in the world-class center of innovation in healthcare, education and arts & culture known as University Circle – offers an incomparable environment for learning, study and artistic development.

CIM’s graduates command the most celebrated and revered stages in the world as soloists, chamber musicians and ensemble members; compose meaningful, award-winning new repertoire; and are highly sought-after teaching artists, administrators and though leaders. More than half of the members of The Cleveland Orchestra are connected to CIM as members of the faculty, alumni or both. The Institute’s diverse talent tapestry uniquely positions CIM as the future of classical music.

All CIM students benefit from access to world-renowned visiting artists and conductors, intensive study with CIM’s stellar faculty and the rich curriculum offered by CIM’s partner Case Western Reserve University, CIM’s Center for Innovative Musicianship (known as CIM²) embraces the school’s mission to empower the world’s most talented classical music students to fulfill their dreams and potential by offering extensive experiential opportunities for students to foster the practical skills necessary for a seamless transition into a professional career.

CIM is an integral part of Cleveland’s art community, presenting nearly 600 free performances and master classes on campus each year, and hundreds more at locations throughout the region, including Severance Hall, which is widely regarded as one of the world’s finest concert halls. Students and faculty engage with partners including The Cleveland Orchestra, Cleveland Museum of Art, Cleveland Institute of Art and other cultural, educational and community organizations to create classical music that is as vibrant and varied as the city of Cleveland.

Job Summary

The Executive Assistant to the Executive Vice President & Provost (EA) provides leadership and operational oversight for the Office of the Provost, assisting with planning, scheduling, communication, and event/meeting management. Combining a thorough knowledge of policies, business practices, office technology, and constituents with an understanding of CIM’s role within the community, the EA exercises autonomy in supporting the Executive Vice President & Provost (Provost) with proactive administrative support that allows the Provost to operate strategically and efficiently while building bridges between and among the Provost and other Officers and Members of the President’s Council; campus leaders, faculty, and students; and CIM’s partners. By contributing to a culture of accountability and responsiveness, fostering a collaborative environment, and building internal and external relationships, the EA will help deliver CIM’s mission: empowering the world’s most talented classical music students to fulfill their dreams and potential.

Primary Duties and Responsibilities

Provide administrative support to the Provost and manage the Office of the Provost, including: 
Manage Provost’s calendar, appointments, meetings and travel. 
Coordinate details and logistics for events and meetings, including invitations, setup, technology, catering, and teardown.
Engage with students, alumni, faculty, staff, trustees, and the public on behalf of the Provost by reviewing, prioritizing, and responding to inquiries and concerns.  
Present a positive public image of CIM by serving as a greeter, liaison and representative for guests, visitors and external partners. 
Track, prepare and submit accounting and expense reports.  
Draft communications and ensure consistent messaging.
Provide and prepare research, reports, data, analysis, and presentations. 
Organize, store and make accessible accurate records and files. 
Otherwise support the Provost’s needs during work hours so that the Provost can remain focused on the work at hand.
Coordinate communication among academic leadership and academic department administrators to ensure a cohesive approach to all functions supervised by the Provost.  
Staff and support assigned Trustee, Administrative and Faculty committees. 
Manage programming, budgeting, and travel arrangements for guest artists, speakers and consultants, as well as other assigned initiatives of the Office of the Provost.
Work alongside the Director of Partnerships and Career Strategy to deliver programs within CIM’s Center for Innovative Musicianship and execute elements of institutional partnerships. 
Project manage major academic and student events, ensuring execution of all associated deliverables, including Convocations and Commencement.
Support the Provost by managing and coordinating assigned special projects and programs that advance and operationalize strategic goals and initiatives
Collaborate regularly with, and provide assistance and backup as needed to, the Executive Assistant to the President & CEO to ensure alignment between the President’s and Provost’s office and reinforce support for the President, President’s Council Officers, and Board of Trustees
Contribute to the overall success of CIM and the Office of the Provost by performing other essential duties and responsibilities as assigned. 
Education, Experience and Qualifications

Bachelor’s degree preferred; associate’s degree required. Demonstrated significant and relevant professional experience accepted in lieu of degree.
At least five years of increasingly responsible administrative experience required, with a preference for having worked as an assistant to a person in an executive role.
Experience in a higher education institution and/or non-profit arts organization preferred.
Excellent verbal, written, and communication skills are required – including precise command of grammar and spelling – as well as ability to interact effectively and diplomatically with a wide range of constituencies.
Able to work independently, solve problems, and make substantive decisions quickly and in an environment with competing deadlines.
Reliable organizational skills, attention to detail and ability to meet deadlines consistently.
Proficiency with word processing, spreadsheets, and presentation software and meeting/conference software and technology.
Personal Attributes

Love for music and the arts along with a passion for helping young people thrive.
Collaborative and team oriented.
Quick study with a bias towards action and an ability to overcome obstacles.
Driven by an internal sense of urgency and will to succeed.
Comfortable working with a diversity of people and personalities.
Focused on exceptional internal and external customer service.
Humility, commitment to service, optimism and a sense of humor.
Derives satisfaction from helping others achieve their goals.
Ability to maintain discretion and confidentiality handling sensitive information.
Committed to contributing to an equitable and inclusive work and learning environment.
Working Conditions/Physical Requirements

Most of the work will take place in an office with heavy phone and PC usage.
Some evening and weekend work may be required.
Benefits and Perks

Medical, Dental and Vision Insurance.
Flexible Spending and Health Savings Accounts.
Retirement with a matching contribution after one year of service.
Company paid short-term and long-term disability insurance.
Paid time off – vacation, personal, and sick time. In addition, two floating holidays and two weeks paid while the Institute is closed for winter break.
Remote work opportunities.
Tuition discounts for employees and dependents.

To apply for this job please visit www.cim.edu.