Executive Assistant

Opera Theatre of Saint Louis is hiring the position of Executive Assistant to the General Director. This position serves as a trusted partner to the General Director, providing administrative, communications, and strategic support to advance company goals. This position is responsible for managing the General Director’s calendar, coordinating correspondence, internal and external reporting, as well as planning, scheduling, and organizing tasks for the Office of the General Director.

This role requires a proactive mindset, the ability to anticipate the General Director's needs, and sound professional judgment to manage priorities and make informed decisions.

• Assist in tracking key organizational priorities and ensure the General Director is informed of upcoming deadlines, action items, and critical decisions.
• Manage the General Director’s calendar, exercising discretion to prioritize meetings and commitments based on strategic priorities. Includes the scheduling of meetings with staff, donors, community partners, and board members.
• Anticipate the General Director’s needs by preparing materials, background information, and briefing notes in advance of meetings and engagements.
• Draft high-level correspondence, remarks, and talking points that reflect the General Director’s voice and align with the organization’s strategic goals.
• Serve as a liaison between the General Director’s office and internal/external stakeholders, maintaining relationships and ensuring timely follow-up on key conversations and commitments.
• Assist with management of General Director’s email.
• Accurately track and code expenses, request payment, and manage financial paperwork for the General Director.
• Manage all travel arrangements for the General Director; assist with arrangements for visiting VIPs.
• Support meeting preparation for the General Director, including preparing the room, setting up technology, coordinating meals and refreshments, and other logistics for meetings.
• Take and distribute notes from Leadership Team meetings, as requested.
• Assist with the preparation and distribution of company welcome gifts.
• Collect information, confirm accuracy, and coordinate the submission of the annual Opera America membership survey, and other surveys and reports as requested.
• Various additional writing projects, including correspondence with artists, artists management, board members, donors, subscribers, and community partners.
• General clerical tasks such as filing and mailings.

• Working with the Development staff, coordinate the General Director’s fundraising appointments, follow up communications, and donor calls as requested.
• Draft and coordinate high-level correspondence between the office of the General Director and donors as requested by the General Director and Development Staff.
• Maintain and share accurate and up to date records of the General Director’s donor meetings, post-meeting notes, and other donor communications.
• Coordinate with Development staff to ensure updated information received by the Office of the General Director, such as donor contact information, name information, and other notes, are entered into Tessitura.

• Demonstrated ability to think strategically and anticipate needs in a fast-paced environment.
• Sound professional judgment and the ability to make decisions independently while exercising discretion.
• The ability to deal with confidential information with discretion and maturity.
• Experience supporting senior leaders or executives with high-profile responsibilities.
• Skill in managing projects with overlapping deadlines in a fast-paced environment.
• Excellent spoken and written communication…