Assistant to the Executive Offices

Paycom; San Francisco (CA); On-site; USD 45,694 - 52,307; Full time

Job summary

San Francisco Opera is seeking an experienced administrative professional to support the General Director at War Memorial Opera House in San Francisco. The role involves managing schedules, travel, expenses, and board logistics, with some evening and weekend duties.

Requirements include a Bachelor’s degree or equivalent, at least two years of admin experience, and strong MS Office/G Suite skills. The position is full-time and on-site in a dynamic arts nonprofit environment.

Qualifications

• Bachelor’s degree or equivalent work experience.
• Minimum two years’ experience providing administrative support.
• Experience in performing arts or non-profit is preferred.
• Excellent organizational and communication skills.

Responsibilities

• Manage General Director’s schedule and travel arrangements.
• Coordinate administrative duties including expense reports, invoicing, and data management.
• Prepare and maintain board meeting minutes and materials.
• Liaise with board members and handle inquiries for the Board of Directors.
• Support company-wide communications and events; occasional evening/weekend work.

Skills

Administrative support

Communication

Organization

Microsoft Office

PowerPoint

G Suite

confidentiality

Time management

Education

Bachelor’s degree

Tools

Microsoft Word

Excel

PowerPoint

Teams

Outlook

G Suite

Job description

Job Details

Job Location: War Memorial Opera House - San Francisco, CA 94102

Position Type: Full Time

Salary Range: $33.17 - $37.97 Hourly

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 General Director’s mail.
• Maintains the Office of the General Director to ensure a welcoming environment for staff and visitors.
• 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 to and from the General Director, around donor meetings, correspondence, events, etc.
• 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 company wide communications, meetings, and social gatherings.
• Assists the General Director at performances, cast parties, and events as needed (some evening and weekend work required).
• Manages and maintains office supplies.
• Performs other job-related duties as assigned.

Qualifications

• 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).
• 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, Teams, 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 very 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.
• Keep a clean and tidy working environment.
• Must perform the functions of the position in a safe manner.
• Reliable attendance and punctuality.