Executive Assistant to the President

Stagetime Inc.; Minneapolis (MN); Hybrid; USD 50,000 - 70,000; Full time

Job summary

Minnesota Opera is seeking an organized Administrative Assistant to support the President and General Director. The role requires handling calendars, travel, communications, and meeting logistics in a hybrid onsite environment.

Candidates should have strong written and verbal skills, confidentiality, and experience in scheduling across multiple calendars. Preference given to those with arts or opera production exposure and a customer-service mindset.

Qualifications

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Responsibilities

• Provide administrative support, including calendar management, invoicing, booking travel, conference registrations and meeting logistics.
• Prepare and edit the President’s correspondence, memos, letters and presentations as directed.
• Schedule meetings between Board members and the President and General Director with the VP, Administration and Board Relations.
• Coordinate donor meetings and media opportunities with the President with Advancement staff.
• Attend and document Leadership team meetings.
• Support the New Works Initiative by connecting artistic cohort projects with the organization.
• Coordinate with Arts Partnership for meeting scheduling and admin support.
• Reconcile monthly credit card statements with proper expense coding and documentation.
• Arrange room needs and hospitality for select meetings and events, including setup, reservations, catering, and supplies.
• Distribute agendas and provide documents for general meetings in consultation with leadership.
• Undertake other tasks as assigned.

Skills

Organizational skills

Calendar management

Communication skills

Confidentiality

Independent judgment

Problem solving

Learning new tech

Customer service

Tools

Microsoft Word

Microsoft Outlook

PowerPoint

Excel

Job description

Minnesota Opera’s vision is to sing every story, and its mission is to advance the art of opera by expanding the circle of musical storytelling. We aim to inspire hope, empower all voices, and strengthen bonds between people of all backgrounds and identities. To this end, Minnesota Opera commits itself to working continuously to being an anti-racist and anti-oppressive organization.

General Purpose:

The purpose of this position is to provide administrative support for the President and General Director and various company-wide initiatives.

Primary Responsibilities include, but are not limited to:

• Providing administrative support, as directed. This includes calendar management, invoicing, booking travel, conference registrations and meeting logistics;
• Preparing and/or editing the President’s correspondence, memos, letters and presentations, as directed;
• Working closely with the VP, Administration and Board Relations to schedule meetings between Board members and President and General Director;
• Working closely with Advancement staff to schedule meetings between donors and the President and media opportunities with the President;
• Attending and documenting Leadership team meetings;
• Providing coordination and support for the company’s New Works Initiative, connecting members of the artistic cohort and their projects to the rest of the organization;
• Working with colleagues at the Arts Partnership to schedule meetings and provide administrative support, as needed;
• Reconciling President and General Director’s monthly Opera credit card, including expense coding and gathering supporting documents;
• Coordinating room needs and hospitality for select meetings and events, including room set up and take down, room reservations, supplies, catering, etc.;
• General meeting management, including distributing agendas and providing documents, in consultation with leadership;
• Other tasks as assigned.

This position is a good fit for someone who has:

• Excellent organizational skills and attention to detail
• Experience with scheduling, with ability to handle multiple calendars
• Ability to problem-solve and prioritize
• Excellent written and verbal communication skills
• Preference in working onsite in a collaborative environment with a focus on customer service
• Intermediate to advanced proficiency in use of Microsoft Word, Outlook, PowerPoint and Excel.
• Adept at learning new technologies.
• Ability to maintain a high degree of confidentiality
• Experience working independently, proactively identifying or initiating ways to enhance a process, procedure or outcome that benefits the organization.
• Ability to exercise independent judgment and problem-solving skills.
• Experience in an arts-based and/or an opera production and performance setting a bonus

Please Note:

The applicant will be expected to either reside within commuting distance of the Opera Center or be willing to relocate prior to beginning work to participate in a hybrid work environment (minimum of three days a week onsite).

October 23, 2024, 5pm CST

Minnesota Opera is an Equal Opportunity Employer