Executive Assistant for the Office of the President

Company: OPERA America

Company Location: New York, NY

Job Location: On Site/In Person; Hybrid/Other

Job Type: Full Time

Date Posted: April 23, 2024

Network(s): Finance, HR, & Administration; Other

DESCRIPTION

EXECUTIVE ASSISTANT

Position Overview

Department: Office of the President

Reports to: President/CEO, Chief of Staff

Job Summary:

The Executive Assistant (EA) plays a pivotal role in supporting the Office of the President by providing top-tier administrative assistance and managing various projects. This position demands unwavering initiative, accountability, and discretion. The EA ensures seamless coordination of schedules, logistics, and administrative tasks, while representing the office professionally to stakeholders, including staff, board members, association members, donors, and the media.

Specific Responsibilities within the Office of the President:

·       Collaborates with the President/CEO to develop and execute weekly, monthly, and quarterly work plans, guiding projects, travel, and meetings.

·       Takes independent and collaborative action to advance specific projects under the purview of the President/CEO and the office.

·       Records meeting minutes, tracks assignments, and maintains meticulous documentation.

·       Manages the President/CEO's calendar, scheduling appointments, and coordinating detailed meeting logistics including travel arrangements.

• This person serves as the coordinating interface between the President/CEO and member companies to plan, prepare, and follow-up on-site visits and consultations. 

·       Coordinates briefing materials and facilitates communication with internal staff for events and meetings involving the President/CEO.

·       Oversees remote access arrangements for meetings with the President/CEO.

·       Handles incoming communications, takes messages, and manages outgoing calls.

·       Coordinates the maintenance of yearly operational calendar in collaboration with the Chief of Staff.

·       Maintains internal and external contacts, email correspondence, and other Microsoft Outlook data.

·       Manages expense reports and reimbursement requests on behalf of the President/CEO and Chief of Staff.

·       Provides administrative support, including drafting letters, editing documents, and maintaining files efficiently.

·       Assists in preparing for board and special group meetings, managing logistics, and distributing materials.

·       Meets weekly with both the President/CEO and the Chief of Staff to coordinate projects, upcoming appointments, and general information distribution.

·       Assists the Chief of Staff with the administration of materials pertaining to the Board of Directors.

·       Serves as initial point of contact for the President/CEO.

·       Assists with coordination of organization-wide projects and initiatives at the discretion of the President and the Chief of Staff.

General Office Responsibilities:

·       Manages incoming mail distribution.

·       Records invoices for accounts payable and coordinates documentation for payment.

·       Arranges travel and accommodations for staff, including complex logistics for meetings and events.

·       Supports department directors with administrative tasks, including expense reconciliation and office supply management.

·       Performs other duties as assigned.

Qualifications & Requirements:

·       Minimum of three years of administrative support experience, with expertise in scheduling and itinerary preparation.

·       Proven track record in project management and meeting planning.

·       Ability to prioritize tasks and meet deadlines in a fast-paced environment.

·       Proactive and adaptable approach to handling multiple tasks and shifting priorities.

·       Professional demeanor, with exceptional interpersonal and communication skills.

·       Proficient in Microsoft Office and database applications.

·       Familiarity with opera and relevant industry experience is advantageous.

·       Exceptional attention to detail and organizational skills.

·       Ability to work under pressure and occasional weekends.

Organizational Summary:

OPERA America, the national nonprofit service organization for opera, leads and serves the entire opera community, supporting the creation, presentation, and enjoyment of opera. Founded in 1970, OPERA America is headquartered in New York City at the National Opera Center. OPERA America has a long tradition of supporting opera companies and artists to advance the field. Over the past 25 years, the organization has awarded nearly $13 million in grants to develop new operas and music-theater works, foster innovative opera productions, engage audiences for opera, and increase diversity across the field. In addition, OPERA America provides travel grants that allow members to participate in Network Forums and attend performances of new North American works.

BENEFITS

Pay Range: $60,000 - $70,000 Annual