Executive Assistant and Board Liaison

Nonprofit Connect; Kansas City (MO); On-site; USD 55,000 - 75,000; Full time

Job summary

Lyric Opera of Kansas City is seeking an Executive Assistant to provide high-level administrative, operational, and strategic support to the General Director & CEO and the Board of Trustees. The role requires discretion, exceptional judgement, and strong organizational skills in a not-for-profit setting.

The Executive Assistant coordinates the Office of the General Director & CEO, manages calendars and travel, prepares presentations, and maintains confidential communications with donors and

Qualifications

• Exemplary judgement, discretion, and the ability to handle sensitive information.
• Strong organizational, communication, and interpersonal skills.
• Meticulous attention to detail.
• High proficiency in Microsoft Office including Word, Excel, Outlook, and PowerPoint – including the ability to generate letters and labels through mail merge processes
• Highly skilled time management.
• Strong interpersonal skills with the ability to interact professionally and diplomatically with all, including volunteers, in a highly public environment.
• Demonstrate the ability to be flexible and shift priorities as demands change.

Responsibilities

• Coordinate the operations of the Office of the General Director & CEO.
• Prepare presentations as requested.
• Maintain General Director & CEO calendar and schedule appointments.
• Coordinate telephone, correspondence, and mailings from the General Director & CEO.
• Schedule travel as requested.
• Represent oneself and the Office of the General Director & CEO with professionalism.
• Maintain strict confidentiality.
• Work on projects as assigned by the General Director & CEO.
• Support the planning and execution of special events/meetings as assigned.
• Serve as the primary liaison between the General Director & CEO and the Board of Trustees.
• Timely and accurate management of schedules, board materials, meeting coordination, minutes, and communications.

Skills

Discretion & confidentiality

Organizational skills

Communication

MS Office proficiency

Time management

Interpersonal skills

Education

Bachelor’s degree in business administration or related field

Equivalent work experience

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Mail merge

Tessitura

Job description

Job Summary The Executive Assistant provides high-level administrative, operational, and strategic support to the General Director & CEO and the Board of Trustees. This role requires discretion, exceptional judgement, strong organizational skills, initiative, responsiveness, and a commitment to the mission and values of Lyric Opera of Kansas City. The Executive Assistant acts as principal liaison between the General Director & CEO, the Board of Trustees.

Accomplish the objectives of Lyric Opera of Kansas City

• Support the Company’s mission to make Lyric Opera of Kansas City indispensable to the public through transformational opera experiences and broad service which captures the hearts and minds of our communities.
• Strive to create a culture that emphasizes quality, continuous improvement, and high performance.
• Maintain and present a positive attitude with public, donors, and staff.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Executive Assistant

• Exemplary coordination of the operations of the Office of the General Director & CEO.
• Prepare presentations as requested.
• Maintain General Director & CEO calendar and schedule appointments.
• Coordinate telephone, correspondence, and mailings from the General Director & CEO.
• Schedule travel as requested.
• Represent oneself and the Office of the General Director & CEO with the highest level of professionalism.
• Maintain strict confidentiality.
• Work on projects as assigned by the General Director & CEO.
• Support the planning and execution of special events/meetings as assigned.

Board Liaison

• Serve as the primary liaison between the General Director & CEO and the Board of Trustees.
• Timely and accurate management of:
• Schedules,
• Preparation and distribution of Board materials,
• Meeting coordination including notifications, food ordering, set up, and tear down,
• Preparation and distribution of meeting minutes
• Effective communication and documentation for Board activities.
• Board materials updates,

Other Responsibilities

• Achieve fluency with Tessitura.
• Maintain data integrity per Company standards.

This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of this position. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Required Competencies

• Demonstrate exemplary judgement, discretion, and the ability to handle sensitive information.
• Strong organizational, communication, and interpersonal skills.
• Meticulous attention to detail.
• High proficiency in Microsoft Office including Word, Excel, Outlook, and PowerPoint – including the ability to generate letters and labels through mail merge processes
• Highly skilled time manager.
• Strong interpersonal skills with the ability to interact professionally and diplomatically with all, including volunteers, in a highly public environment. Must exercise good judgment, discretion, and confidentiality as appropriate.
• Demonstrate the ability to be flexible and shift priorities as demands change.

Work Environment: This job operates in a professional office environment. This role is performed sitting at a desk, and routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets. While most work occurs in relation to a long-term plan, the Executive Assistant will be required to be flexible to changing priorities and additional projects that can require overtime. Must have the ability to manage multiple short-term deadlines.

Physical Demands: A portion of the work is of a sedentary nature sitting at a desk, but filing and other duties are required. This will require the ability to lift files and boxes, move chairs and tables, open filing cabinets and bend or stand, as necessary.

Position Type And Expected Hours Of Work

This is a full-time position. Days and hours are Monday through Friday, 9am to 5pm. Work may require attendance at performances and other Company events that are outside of regular operating hours.

Required Education And Experience

• Bachelor’s degree in business administration or a closely related field or equivalent work experience.
• 3-5 years of strong administrative experience – emphasis in executive support.
• Database experience a plus.
• Experience in a not-for-profit organization a plus.
• Experience with successful Board management.
• Experience with meeting minutes preparation

Performance Measures

The following are key items that will be utilized to evaluate performance of the work and will become part of this position’s annual performance evaluation document:

• Successful/positive interaction with Board members and donors
• Efficient coordination of all appointments, correspondence, and presentations
• Timely and accurate preparation and distribution of Board materials
• Effective working relationship with all departments
• Timely and accurate execution of assignmentsFlexibility