Assistant to the Executive Offices

PURPOSE:The Assistant to the Executive Offices will provide general administrative support to the Office of the General Director, with a focus on the General Director’s schedule, correspondence, and travel, and logistics for board and committee meetings.

ESSENTIAL JOB FUNCTIONS:

• Manages the General Director’s schedule and travel arrangements and supports the General Director in prioritizing ongoing projects and daily tasks.
• Coordinates and manages administrative duties for the Office of the General Director, including expense reports and invoicing, data management, event assistance, donor acknowledgement tracking, email communication, managing visitors and telephone calls, and opening and sorting General Director’s mail.
• Maintains the Office of the General Director to ensure a welcoming environment for staff and visitors.
• Manages board meeting (full, executive and various committees as assigned) logistics (e.g., schedules, timelines, notifications, correspondence, materials, vendors, compliance issues, post meeting follow-up and archiving).
• Takes and writes formal minutes for meetings of the board of directors, executive committee and finance committee.
• Updates and maintains board documents and data (e.g., committees, rosters, directory, handbook, orientation materials).
• Corresponds with and assists board members as needed; serves as staff liaison for all Board-related events and primary liaison for internal and external inquiries related to the Board of Directors.
• Assists with numerous logistical elements pertaining to the Board of Directors, including monitoring deadlines and deliverables, content preparation, and event planning.
• Works with the Chief of Staff to ensure seamless information flow to and from the General Director, around donor meetings, correspondence, events, etc.
• Works with the Chief of Staff to ensure the General Director is informed of and prepared for upcoming commitments and responsibilities, and to ensure appropriate follow-up.
• Assists with company wide communications, meetings, and social gatherings.
• Assists the General Director at performances, cast parties, and events as needed (some evening and weekend work required).
• Manages and maintains office supplies.
• Performs other job-related duties as assigned.

EDUCATION:  

• Bachelor’s degree from an accredited college or university, or equivalent work experience.

EXPERIENCE:

• Minimum of two years’ experience providing administrative support preferred.
• Experience working in a performing arts or non-profit organization preferred.

PREREQUISITE SKILLS & REQUIREMENTS:

• Knowledge of operatic repertoire or the performing arts preferred.
• Ability to work some extended, flexible hours (some evenings and weekends).
• Performs tasks accurately, with great attention to detail.
• Ability to thrive in a fast-paced, rapidly changing environment.
• Outstanding communication, both written and verbal.
• Excellent organizational skills.
• Proficiency in Microsoft Office suite (Word, Excel, Powerpoint, Teams, Outlook) and G Suite.
• Demonstrated experience in preparing presentation materials for staff and board-level audiences including use of PowerPoint.
• Ability to work independently, exercising good judgment and follow-through.
• Must maintain a very high level of confidentiality.
• Ability to prioritize diverse and multiple tasks, maintaining flexibility and attention to detail.
• Outstanding interpersonal skills including the ability to interact with Board members, artists, staff, the public, and volunteers in a persuasive, professional, diplomatic and friendly manner.
• Keep a clean and tidy working environment.
• Must perform the functions of the position in a safe manner.
• Reliable attendance and punctuality.