This is a temporary position from mid-November to late February.
Primary Responsibilities
- Executive Support to the General Manager
- Screen all incoming calls, correspond and respond independently on behalf of the General Manager when possible or delegate follow-up to the appropriate departments.
- Prepare correspondence for the General Manager and disseminate information to staff and external parties as dictated by the General Manager.
- Procure information needed by the General Manager, engaging the appropriate departments and/or outside sources.
- Track and proactively expedite outstanding issues to be reviewed by the General Manager.
- Schedule appointments and meetings with members of staff and outside parties.
- Represent General Manager by attending meetings in his absences and speak on the General Manager’s behalf.
- Arrange for facilities, transportation, and/or restaurant reservations when necessary.
- Advise department heads of General Manager’s whereabouts when necessary.
- Arrange travel plans and itineraries as well as preparing documents for travel-related meetings for the General Manager.
- Accompany General Manager when requested.
- Public Relations Responsibilities
- Maintain rapport with high profile colleagues such as Board members and artists.
- Organize and host cast parties.
- Extend invitations to guests on behalf of the General Manager.
- Review special requests with the General Manager (e.g., from artists, patrons, government officials, VIP’s, celebrities, members of the press, etc.).
- Work with the Development Department on selection of patrons for the General Manager to entertain.
- Maintain and update the box schedule, distribute copies as needed.
- Distribute tickets and information to guests.
- Provide the General Manager with background information on guests.
- Prepare arrangements for the General Manager to entertain guests.
- Handle all VIP ticket orders and complimentary tickets in collaboration with Patron Ticket Services (processing ticket orders and maintaining documentation of each order and response as well as arranging for delivery or pick-up of tickets).
- Arrange for arrival of VIP when necessary (e.g., security for a government official).
- Provide guided tours for special guests and assist with and/or attend cast parties and other special events, as needed.
- Other Administration
- Maintain the General Manager’s expenses.
- Supervise administrative staff support (Junior level EA, two interns, and chauffeur)
Skills and Qualifications
- 5-7 years prior Executive Assistant experience.
- Knowledge of the opera and/or experience in a not-for-profit environment.
- Strong interpersonal, communication, and administrative skills.
- Proficient in MS Word, Excel, Outlook, and Internet Explorer.
Physical Demands
- Ability to handle multiple tasks simultaneously and organize without supervision.
- Strong work ethic, flexible and professional attitude.
- In office five to six days a week, and working remotely while not in the office.
- Ability to work over weekends for matinees and for nighttime events, as needed
United States
