Assistant to the Managing Director

Position Description Opera Philadelphia Assistant to the Managing Director Type of Employment:

Salaried, non-exempt

Reports to:

Managing Director

Central Role:

Ensure the efficient operation of the office of the Managing Director

Responsibilities: 

Liaison for External Constituents o Serve as a liaison to the Managing Director for external constituents o Facilitate meetings, both in the office and off site o Coordinate communication, meetings, and ticketing needs for VIP constituents with the development department and office of the General Director o Ensure timely post-meeting follow up from the office of the Managing Director

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Calendar and Travel Management o Manage the Managing Director’s daily calendar, including appointment confirmations, room/restaurant reservations, and other meeting logistics o Manage meeting requests from external and internal contacts o Make travel arrangements, including transportation and hotel reservations for Managing Director

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Meeting Preparation o Schedule staff and committee meetings o Arrange all meeting logistics, including room reservations, technology links, food and beverages o Ensure all meeting documents are prepared and distributed in advance o Take meeting minutes when necessary

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Expense and HR Tracking o Submit all Managing Director expenses in the Company accounting system o Coordinate with the Finance department and other department managers on budgeting and expense tracking o Monitor expenditures against budget throughout the year o Submit and monitor vacation requests submitted to the Managing Director

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Advancement Department Operations o Manage inflow of documents and proposals requiring Managing Director signature or approval o Assist in the creation and proof-reading of the Managing Director’s correspondence and other Advancement department materials o Provide support at Opera Philadelphia performances and events when necessary o Provide supplementary administrative support to the Director of Development, Director of Communications, Director of Marketing, and Director of Events when necessary

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Related Duties as Assigned

Skills Desired:  Outstanding interpersonal, oral and written communication skills, including the ability to interact appropriately with donors and board members  Demonstrated attention to detail  High level of proficiency with Microsoft Office, including Word, Excel, and PowerPoint  Excellent organizational skills and ability to prioritize workload in a timely manner to complete assignment when faced with many deadlines and competing requirements  Strong work ethic, professional manner, and appearance in representing Opera Philadelphia  Must exercise good judgment and the ability to handle sensitive information in a trustworthy manner  Discretion, maturity, and composure, especially under pressure  Interest/knowledge in opera, music, or the performing arts Education:  A Bachelor’s degree in a related field is preferred

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To apply, please submit resume, cover letter, and salary requirements to: Bethany Steel steel@operaphila.org

Opera Philadelphia is an Equal Opportunity Employer.

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