Executive Assistant, Board Liaison & Office Manager

The Executive Assistant, Board Liaison & Office Manager provides high-level administrative support to Cincinnati Opera’s executive leadership, serves as a primary administrative liaison to the Board of Trustees, and oversees the day-to-day administrative operations. The position also manages Cincinnati Opera’s merchandise shop and supports select organizational meetings, events, and special projects.

RESPONSIBILITIES

Executive and Administrative Support

• Provide high-level administrative support to the General Director & CEO, Chief Financial and Administrative Officer, and other members of executive leadership as assigned.
• Plan and coordinate cross-functional administrative projects from inception through completion, establishing timelines, tracking deliverables, coordinating contributors, identifying dependencies, and ensuring timely follow-through.
• Coordinate calendars, meetings, correspondence, travel arrangements, and other administrative needs.
• Prepare and distribute correspondence, presentations, meeting materials, and other documents.
• Support the preparation and coordination of staff meetings, organizational communications, and special projects.
• Maintain confidentiality and exercise sound judgment in handling sensitive organizational, personnel, donor, and Board information.
• Assist executive leadership with expense documentation, invoices, credit card reconciliation, and other administrative processes as needed.
• Anticipate administrative needs, identify potential issues, and independently coordinate appropriate follow-up.

Board and Governance Support

• Serve as a primary administrative liaison for Cincinnati Opera’s Board of Trustees and designated Board committees.
• Maintain the annual calendar of Board and committee meetings and coordinate scheduling with Board and staff leadership.
• Work with the General Director & CEO, Board leadership, and appropriate staff to prepare agendas and meeting materials.
• Coordinate meeting logistics, including calendar invitations, meeting spaces, technology, catering, materials, and other arrangements.
• Collect, organize, prepare, and distribute Board and committee materials in a timely and professional manner.
• Attend designated Board and committee meetings; take notes and prepare accurate draft minutes for review and approval.
• Develop and manage timelines for Board and committee meetings, ensuring required materials, decisions, presenters, logistics, and follow-up actions are coordinated and completed on schedule.
• Maintain Board records, directories, committee rosters, attendance records, policies, calendars, and other governance documentation.
• Coordinate administrative aspects of Board member onboarding, annual updates, surveys, and other Board communications.
• Maintain accurate Board and committee information in organizational systems.
• Support the planning and execution of the Annual Meeting and other Board-related meetings, events, and activities.
• Assist with special Board initiatives, including Board travel and other engagement activities, as assigned.

Office Management and Administration

• Oversee the day-to-day administrative functioning of the Cincinnati Opera office and help maintain an organized, welcoming, and professional work environment.
• Serve as a central point of coordination for general office needs, including office supplies, mail, equipment, printers, name badges, staff directories, and other shared resources.
• Coordinate routine office maintenance and facility needs.
• Maintain administrative calendars, organizational lists, files, records, and recurring office processes.
• Answer and coordinate coverage of the organization’s main telephone line and assist visitors.
• Coordinate administrative preparations for Cincinnati Opera’s summer performance season and other periods of increased organizational activity.
• Maintain current procedures and documentation for recurring responsibilities to ensure continuity of operations.
• Identify opportunities to improve administrative processes, documentation, organization, and efficiency.

Bravo Merchandise Shop

• Manage Cincinnati Opera’s Bravo merchandise shop, including both in-person seasonal operations and year-round online sales.
• Maintain merchandise, pricing, and inventory information within the organization’s e-commerce and point-of-sale systems.
• Monitor online orders and coordinate timely order fulfillment and shipping.
• Review merchandise…