Executive Assistant

Company: OPERA America

Company Location: New York, NY

Job Location: On Site/In Person; Hybrid/Other

Job Type: Full Time

Date Posted: April 9, 2025

Network(s): Finance, HR, & Administration; Other

DESCRIPTION

Job Summary:

The Executive Assistant (EA) is a critical member of the Office of the President, providing high-level administrative and project management support to the President/CEO and Chief of Staff. This position requires exceptional organizational skills, discretion, and a proactive approach to handling diverse tasks. The EA ensures seamless coordination of schedules, meetings, events, and communication while maintaining professionalism in all interactions with stakeholders, including staff, board members, donors, and member organizations.

 Support for the President/CEO

• Develop and manage weekly, monthly, and quarterly work plans with the President/CEO, ensuring effective coordination of projects, meetings, and travel.

• Lead and contribute to special projects under the direction of the President/CEO and Chief of Staff.

• Prepare, document, and maintain detailed records of board and committee meetings, tracking action items and assignments.

• Oversee the President/CEO's calendar, managing complex scheduling and logistical arrangements for meetings and travel.

• Prepare briefing materials and facilitate effective communication with staff regarding events and meetings involving the President/CEO.

• Serve as a liaison between the President/CEO and member organizations, coordinating on-site visits and consultations, and ensuring timely follow-ups.

• Manage remote meeting arrangements and maintain efficient communication channels for the President/CEO.

• Handle incoming and outgoing communications for the President/CEO, ensuring timely and professional responses.

• Prepare and process expense reports, reimbursement requests, and updates to internal/external contact databases.

• Draft correspondence, edit documents, and maintain comprehensive filing systems.

• Assist in the preparations for PowerPoints and handouts for consultations and webinars.

• Maintain records for board of directors, including bios, headshots, committee lists.

 Support for Senior Leadership

• Maintain operational calendars and assist in coordinating organizational initiatives.

• Assist in the preparation of materials for board and committee meetings, including agendas, minutes, and supplementary documentation.

• Set up zoom meetings for councils, committees, and misc. meetings as needed.

• Serve as the primary note taker in various meetings and track key action items.

• Coordinate scheduling and logistics for staff meetings, staff training sessions, and other internal initiatives led by the Chief of Staff.

• Provide support to the Chief Advancement Officer and team, including data entry in DonorPerfect and gift processing.

• Manage reservations for the National Opera Center for staff events. Coordinate catering and logistical needs for external programs, staff celebrations, board meetings, and other events.

• Arrange travel logistics for all staff attending the annual conference and oversee shipping of materials to and from conference sites.

• Oversee ordering and distribution of awards, plaques, and recognition items.

• Assist with travel logistics for staff for other events including board meetings, OPERA America Salutes Dinner, consultations, etc.

• Provide Advancement department assistance with mailings.

 General Office Responsibilities

• Oversee the distribution of incoming and outgoing mail.

• Arrange travel and accommodations for staff, including managing complex itineraries for meetings, conferences, and other events.

• Monitor office supply inventory, place orders as needed and ensure all office equipment is well-maintained and operational.

• Serve as the primary point of contact for office maintenance and vendors.

• Assist department directors with administrative tasks such as expense reconciliation, scheduling, and report preparation.

• Ensure the office maintains a professional and welcoming appearance by keeping common areas, including meeting rooms and the reception area, organized and tidy.

• Manage the kitchen area by restocking supplies, organizing cabinets, and ensuring the dishwasher is emptied and ready for daily use.

• Coordinate internal office events, such as staff functions and celebrations, handling catering and logistical arrangements.

This position is based on-site in New York City and follows standard business hours of 9:30 a.m. to 5:30 p.m., Monday through Friday. Limited work-from-home opportunities may be available on an as-needed basis and are subject to prior approval by the President/CEO and Chief of Staff.

 This position requires limited travel to conferences, board meetings, or special events as necessary.

BENEFITS

Pay Range: $60,000 - $70,000 Annual