Executive Assistant
Reports to:
General Director & CEO
Department:
Artistic, Administration
Direct Reports:
None
Position Summary:
This role provides administrative and research support to the General Director & CEO and the Director of Operations, and manages monthly board, committee, and staff meetings.
The candidate is self-motivated, with the ability to manage multiple priorities, has strong computer, communication, planning and organizing skills, and can work with a wide variety of people.
Executive Assistance to General Director & CEO
- Assist with management of the CEO’s schedule
- Draft correspondence on behalf of the CEO
- File and retrieve corporate documents, reports & correspondence
- Research and prepare presentations for board and committee reports
- Manage information flow in a timely manner
- Book travel, accommodations, auditions, conferences, meetings or other opera related business, book tickets to productions as required
- Assist the CEO with hosting at events & performances
Board, Committee, Staff Support
- Arrange meetings for board/committees/staff as required
- Prepare meeting materials for board and committee meetings including agendas, committee/staff reports and presentations
- Record board and committee meeting minutes, track attendance, send meeting invitations, set up and take down of meeting materials/equipment as required
- Record, circulate, and file minutes of the weekly staff meetings
- Send and post event dates on third-party calendars
- Conduct research as required
- Manage office supplies
- Record monthly photocopy/postage reading
- Distribute incoming mail to appropriate departments
- Deliver outgoing mail to mailbox daily
- Schedule couriers
- Assist departments with volunteer management when required
- Assist with preparation of large mailings
- Other duties as assigned
Expectations upon employment
- Represent MO in a professional manner with the Board of Trustees, committees, staff, the community, volunteers, and donors
- Maintain a high level of confidentiality
- Become familiar with the programmed operas and special events each season
- Become competent in the use of Theatre Manager database
- Contribute individually, and participate effectively in cross-functional teams
Required Skills
- High level of proficiency with technology including Microsoft applications
- Ability to create positive relationships
- Excellent written and verbal communication skills
- Detail-oriented with strong organization skills
- Manage a busy workload and multiple priorities
- An efficient and patient communicator
- An excellent and resourceful problem solver
- Sound judgment and discretion where appropriate
- Ability to perform well under pressure
- A calm demeanor in a fast-paced environment
Education & Experience Requirements
A minimum three years’ experience in an office setting and/or customer service-related field, or a degree or diploma from a recognized post-secondary institution in a related discipline. A combination of education and experience may be considered.
Assets
- Knowledge of the cultural, performing arts, or not-for-profit sectors
- Knowledge of board functions
- Database management experience
- Experience with research functions
To apply:
Interested applicants are invited to submit their resume and cover letter by 5:00 p.m., Friday October 1, 2021 to:
Manitoba Opera
1060-555 Main St.
Winnipeg, MB R3B 1C3
Manitoba Opera is committed to achieving employment equity and values diversity within the workplace, and therefore encourages applicants who are Indigenous (includes First Nations, Status, Treaty or Non-Status, Metis, and Inuit), women, visible minorities, and persons with a disability to self-declare in their cover letter.
Manitoba Opera thanks all who apply, however, only those selected for an interview will be contacted. The successful candidate must provide a satisfactory criminal record check upon employment and COVID-19 vaccination status. Unvaccinated candidates will be required to undergo regular testing.
