Executive Assistant to Office President

Executive Assistant to the Office of the President

Network(s):
Artistic Administration;
Finance, HR, & Administration;
General, Executive, & Artistic Directors

DESCRIPTION

The Executive Assistant (EA) is a critical member of the Office of the President, providing high-level administrative and project management support to the President/CEO and Chief of Staff. This position requires exceptional organizational skills, discretion, and a proactive approach to handling diverse tasks. The EA ensures seamless coordination of schedules, meetings, events, and communication while maintaining professionalism in all interactions with stakeholders, including staff, board members, donors, and member organizations.

OPERA America is strongly committed to fostering an inclusive and equitable workplace where all voices are valued and respected; individuals from diverse backgrounds and experience are encouraged to apply for this position

• Develop and manage weekly, monthly, and quarterly work plans with the President/CEO, ensuring effective coordination of projects, meetings, and travel.
• Lead and contribute to special projects under the direction of the President/CEO and Chief of Staff.
• Prepare, document, and maintain detailed records of board and committee meetings, tracking action items and assignments.
• Oversee the President/CEO's calendar, managing complex scheduling and logistical arrangements for meetings and travel.
• Prepare briefing materials and facilitate effective communication with staff regarding events and meetings involving the President/CEO.
• Serve as a liaison between the President/CEO and member organizations, coordinating on-site visits, and ensuring timely follow-ups.
• Prepare and process expense reports, reimbursement requests, and updates to internal/external contact databases.
• Draft correspondence, edit documents, and maintain comprehensive filing systems.
• Assist in the preparations for Power Points and handouts for consultations and webinars.
• Maintain records for board of directors, including bios, headshots, committee lists.
• Coordinate scheduling and logistics for staff meetings, staff training sessions, and other internal initiatives led by the Chief of Staff.
• Send daily schedule to both President/CEO and Chief of Staff.

• Maintain operational calendars and assist in coordinating organizational initiatives.
• Assist in the preparation of materials for board and committee meetings, including agendas, minutes, and supplementary documentation.
• Set up zoom meetings for councils, committees, and misc. meetings as needed.
• Serve as the primary note taker in various meetings and track key action items.
• Manage reservations for the National Opera Center for staff events.
• Coordinate catering and logistical needs for external programs, staff celebrations, board meetings, and other events.
• Oversee ordering and distribution of awards, plaques, and recognition items.

• Oversee the distribution of incoming and outgoing mail.
• Monitor office supply inventory, place orders as needed and ensure all office equipment is well-maintained and operational.
• Serve as the primary point of contact for office maintenance and repairs.
• Ensure the office maintains a professional and welcoming appearance by keeping common areas, including meeting rooms and the reception area, organized and tidy.
• Coordinate internal office events, such as staff functions and celebrations, handling catering and logistical arrangements.

• High-level administrative + project management support experience (supporting senior leadership).
• Exceptional organizational skills, strong prioritization, and follow-through.
• Discretion / good judgment (comfort handling sensitive information).
• Proactive, able to manage a wide variety of tasks without needing heavy direction.
• Strong professional communication skills with a range of stakeholders (staff, board, donors, members).
• Ability to manage complex calendars, scheduling, travel, and logistics.
• Strong meeting support + documentation skills (notes/minutes, tracking action items, records management).
• Comfort with remote meeting tools…