Position Description Opera Philadelphia Assistant to the Managing Director Type of Employment:
Salaried, non-exempt
Reports to:
Managing Director
Central Role:
Ensure the efficient operation of the office of the Managing Director
Responsibilities:
Liaison for External Constituents o Serve as a liaison to the Managing Director for external constituents o Facilitate meetings, both in the office and off site o Coordinate communication, meetings, and ticketing needs for VIP constituents with the development department and office of the General Director o Ensure timely post-meeting follow up from the office of the Managing Director
Calendar and Travel Management o Manage the Managing Director’s daily calendar, including appointment confirmations, room/restaurant reservations, and other meeting logistics o Manage meeting requests from external and internal contacts o Make travel arrangements, including transportation and hotel reservations for Managing Director
Meeting Preparation o Schedule staff and committee meetings o Arrange all meeting logistics, including room reservations, technology links, food and beverages o Ensure all meeting documents are prepared and distributed in advance o Take meeting minutes when necessary
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Expense and HR Tracking o Submit all Managing Director expenses in the Company accounting system o Coordinate with the Finance department and other department managers on budgeting and expense tracking o Monitor expenditures against budget throughout the year o Submit and monitor vacation requests submitted to the Managing Director
Advancement Department Operations o Manage inflow of documents and proposals requiring Managing Director signature or approval o Assist in the creation and proof-reading of the Managing Director’s correspondence and other Advancement department materials o Provide support at Opera Philadelphia performances and events when necessary o Provide supplementary administrative support to the Director of Development, Director of Communications, Director of Marketing, and Director of Events when necessary
Related Duties as Assigned
Skills Desired: Outstanding interpersonal, oral and written communication skills, including the ability to interact appropriately with donors and board members Demonstrated attention to detail High level of proficiency with Microsoft Office, including Word, Excel, and PowerPoint Excellent organizational skills and ability to prioritize workload in a timely manner to complete assignment when faced with many deadlines and competing requirements Strong work ethic, professional manner, and appearance in representing Opera Philadelphia Must exercise good judgment and the ability to handle sensitive information in a trustworthy manner Discretion, maturity, and composure, especially under pressure Interest/knowledge in opera, music, or the performing arts Education: A Bachelor’s degree in a related field is preferred
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To apply, please submit resume, cover letter, and salary requirements to: Bethany Steel steel@operaphila.org
Opera Philadelphia is an Equal Opportunity Employer.
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