Assistant to the Executive Offices

Assistant to the Executive Offices

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. 

EDUCATION:  Bachelor’s degree from an accredited college or university, or equivalent work experience.

EXPERIENCE: Minimum of two years’ experience providing administrative support preferred. Experience working in a performing arts or non-profit organization preferred.

PREREQUISITE SKILLS & REQUIREMENTS:

  • Knowledge of operatic repertoire or the performing arts preferred.
  • Ability to work some extended, flexible hours (some evenings and weekends possible).
  • Performs tasks accurately, with great attention to detail.
  • Ability to thrive in a fast-paced, rapidly changing environment.
  • Outstanding communication, both written and verbal.
  • Excellent organizational skills.
  • Proficiency in Microsoft Office suite (Word, Excel, Powerpoint, Outlook) and G Suite.
  • Demonstrated experience in preparing presentation materials for staff and board-level audiences including use of PowerPoint.
  • Ability to work independently, exercising good judgment and follow-through.
  • Must maintain a high level of confidentiality.
  • Ability to prioritize diverse and multiple tasks, maintaining flexibility and attention to detail.
  • Outstanding interpersonal skills including the ability to interact with Board members, artists, staff, the public, and volunteers in a persuasive, professional, diplomatic and friendly manner.
  • Must perform the functions of the position in a safe manner.
  • Reliable attendance and punctuality.

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, email communication, managing visitors and telephone calls, and opening and sorting 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).
  • 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.
  • Manages the processing and distribution of Company Members’ identification credentials.

SECONDARY FUNCTIONS:

  • Works with the Executive Assistant to the General Director 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 (some evening work required)
  • Manages and maintains office supplies.
  • Performs other job-related duties as assigned.

APPLICATION INSTRUCTIONS:

E-mail required cover letter, job application, and résumé to [email protected] or fax to (415) 634-0203.  No phone calls please.  San Francisco Opera only retains résumés that are sent in response to specific, posted job openings.

Qualified applicants with arrest and conviction records will be considered for this position in accordance with the San Francisco Fair Chance Ordinance.

Vaccination Policy: San Francisco Opera has implemented a mandatory COVID vaccination policy, which requires employees to be fully vaccinated against COVID to perform work for the company or have been approved for an accommodation based on disability or sincerely held religious belief.  Within 24 hours of accepting a conditional offer of employment with SF Opera, individuals must either submit proof of being fully vaccinated against COVID or submit to the human resources department a medical or religious exemption from the vaccination policy. If proof of vaccination is not provided and a request for an exemption is either not submitted in the time frame stated or not granted, the conditional offer of employment will be null and void by its own terms as the condition will not have been fulfilled.  Individuals receiving a conditional offer of employment from SF Opera will be provided the full text of the vaccination policy.

 

SAN FRANCISCO OPERA IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

COMMITTED TO DIVERSITY OF STAFF 

 

 

 

 

 

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