Executive Support & Strategic Projects Specialist

Omaha Performing Arts; Omaha (NE); On-site; USD 60,000 - 75,000; Full time

Job summary

Omaha Performing Arts seeks a highly organized professional to support the President and senior leaders, balancing strategic project work with executive assistance in a fast-paced environment. You will foster confidential relationships with board members, community partners, and public officials while advancing the organization’s mission.

You will manage cross-functional initiatives, coordinate meetings, transcribe minutes, and oversee communications, with a strong emphasis on detail,

Qualifications

• Two to three (2-3) years administrative experience or equivalent.
• Flexible schedule, including occasional evening & weekend availability is required to provide coverage for critical business situations.
• Ability to be self-motivated with processes and assignments, motivate others, and ensure projects are completed on time.
• Ability to take initiative; to see what needs to be accomplished and take action while keeping the President informed.
• Detail-oriented with the ability to produce accurate, high-quality products.
• Flexible with the ability to work in a fast-paced, changing environment.
• Excellent verbal and written communication skills.
• Pro-active in identifying and meeting organizational needs.
• Service-oriented and operates with a growth mindset.
• Proficient in MS Office Products, especially Outlook, Power Point and SharePoint
• Proven ability to manage multiple outstanding tasks and/or projects.
• Proven ability to work under pressure while maintaining composure and a pleasant demeanor.

Responsibilities

• Independently manages strategic initiatives on behalf of the President, including project objectives, determining implementation approaches, coordinating cross-functional teams, and recommending solutions to complex issues. Ensures projects are planned appropriately with assigned responsibilities, timelines, and objectives.
• Schedules special project meetings for President and other team members as required.
• Represents President at meetings when appropriate.
• Working closely with development team, supports public funding initiatives and public or elected official interactions and correspondence.
• Assists marketing team with oversight of Canto (photo and video storage system) and other systems as assigned.
• Assists Executive Assistant in supporting the President including scheduling, arranging, and coordinating meetings for the President.
• Composes and/or transcribes correspondence upon request including internal and external emails, presentations, and reports.
• Assists Executive Assistant with organizational details for Board meetings, including transcribing minutes and logistics.
• Assists in organizing and maintaining filing systems.
• Exercises discretion in handling confidential and sensitive organizational matters.
• Serves as a strategic liaison between the President and senior leaders,, government officials, and community stakeholders.
• Attends Senior Staff and other meetings when requested.
• Corresponds in a timely, pleasant, and professional manner with all O-pa constituents (Board members, staff, artists, volunteers, customers, government officials/agencies, other arts organizations, vendors, etc.).
• Maintains confidentiality of all O-pa information.
• Serves as a backup to the Executive Assistant in day-to-day functions
• May perform other duties as assigned.

Skills

Administrative experience

Strong communication

Detail oriented

Discretion

Multitasking

Education

Associates degree or higher

Tools

Outlook

PowerPoint

SharePoint

Job description

Omaha Performing Arts seeks a highly organized professional to support the President and senior leaders, balancing strategic project work with executive assistance in a fast-paced environment. You will foster confidential relationships with board members, community partners, and public officials while advancing the organization’s mission.

You will manage cross-functional initiatives, coordinate meetings, transcribe minutes, and oversee communications, with a strong emphasis on detail,