What are the responsibilities and job description for the Assistant to the Executive Offices position at National Opera Center?
Network(s) : General, Executive, & Artistic Directors
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DESCRIPTION
PURPOSE : The Assistant to the Executive Offices will provide general administrative support to the Office of the General Director, with a focus on the General Director’s schedule and travel and logistics for board and committee meetings.
ESSENTIAL JOB FUNCTIONS :
- Manages the General Director’s schedule and travel arrangements and supports the General Director in prioritizing ongoing projects and daily tasks.
- Coordinates and manages administrative duties for the Office of the General Director, including expense reports and invoicing, data management, event assistance, donor acknowledgement tracking, email communication, managing visitors and telephone calls, and opening and sorting GeneralDirector’s mail.
- Manages board meeting (full, executive and various committees as assigned) logistics (e.g., schedules, timelines, notifications, correspondence, materials, vendors, compliance issues, post meeting follow-up and archiving).
- Takes and writes formal minutes for meetings of the board of directors, executive committee and finance committee.
- Updates and maintains board documents and data (e.g., committees, rosters, directory, handbook, orientation materials).
- Corresponds with and assists board members as needed; serves as staff liaison for all Board-related events and primary liaison for internal and external inquiries related to the Board of Directors.
- Assists with numerous logistical elements pertaining to the Board of Directors, including monitoring deadlines and deliverables, content preparation, and event planning.
- Works with the Chief of Staff to ensure seamless information flow around donor meetings, correspondence, events, etc.
- Manages the processing and distribution of Company Members’ identification credentials.
- Works with the Chief of Staff to ensure the General Director is informed of and prepared for upcoming commitments and responsibilities, and to ensure appropriate follow-up.
- Assists with the company wide communications.
- Assists the General Director at performances and events as needed (some evening and weekend work required)
- Manages and maintains office supplies.
- Performs other job-related duties as assigned.
Qualifications
EDUCATION :
EXPERIENCE :
PREREQUISITE SKILLS & REQUIREMENTS :
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