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17 Oct 2019

Full-Time Office Manager & Executive Assistant

Fort Worth Opera  Fort Worth, Texas, United States

Fort Worth Opera - jobs

Job Description

POSITION AVAILABLE

OFFICE MANAGER & EXECUTIVE ASSISTANT to the General Director

Type of Employment: Salaried, non-exempt

Reports to: General Director

Central Role: Ensure the efficient operation of the office of the General Director

OFFICE MANAGER RESPONSIBILITIES:

  • Assess all inquiries to the General Director, coordinating with and/or delegating to the appropriate individual(s) to determine the proper response and course of action (e.g. for media requests coordinate with the Manager of Marketing and Communications)
  • Organize, prioritize and plan daily and weekly action-items for the General Director
  • Identify and develop systems to facilitate the smooth operation of the office of the General Director
  • Support the General Director in achieving target goals and priorities by serving as a strategic liaison and implementation leader
  • Ensure a unified understanding among all staff of, and progress toward, objectives
  • Draft memos, reports, and communications on behalf of the General Director, as needed
  • Provide operational leadership in the office to accomplish Fort Worth Opera’s goals and objectives effectively

 

OFFICE MANAGER REQUIREMENTS:

  • Engage with Fort Worth Opera staff at all levels of seniority with genuine warmth and hospitality, working with them on key projects to make sure tasks move forward in a timely manner and all deadlines are met
  • Strong supervisory skills and demonstrated ability to work collaboratively and strategically in a team
  • Ability to build strong relationships and credibility with staff and external contacts
  • Proven capacity for productive and helpful problem-solving
  • Excellent analytical skills
  • Must exercise independent judgement
  • Bachelor’s degree

 

EXECUTIVE ASSISTANT RESPONSIBILITIES:

  • Provide high-quality administrative and clerical assistance to the General Director
  • Identify ways to improve the efficiency and efficacy of the General Director’s time and decision making
  • Manage the General Director’s daily calendar, including confirmations and logistics
  • Manage General Director’s phone calls, emails and messages
  • Assist in responding so that every email and phone call gets answered in a timely manner
  • Serve as a liaison between the General Director and external constituents
  • Facilitate internal communication between the General Director and staff (distribute information and schedule meetings) in a timely fashion
  • Coordinate communication and facilitate meetings, both in the office and off-site
  • Proofread and edit documents for the General Director as needed
  • Ensure all meeting documents are prepared and distributed in advance
  • Take meeting minutes when necessary
  • Ensure timely post-meeting follow up from the office of the General Director
  • Manage inflow of documents and proposals requiring General Director’s signature or approval
  • Submit all General Director expenses to the Accounting Department
  • Monitor time off and vacation requests submitted to the General Director
  • Provide support at Fort Worth Opera performances and events when necessary
  • Availability to attend work events outside of business hours
  • Availability to work weekends during the Festival season

 

EXECUTIVE ASSISTANT REQUIREMENTS:

  • Outstanding interpersonal, oral and written communication skills, including the ability to interact appropriately with donors and Fort Worth Opera Trustees
  • High level of proficiency with Microsoft Office, including Word, Excel, and PowerPoint
  • Proficiency with online calendars and cloud systems
  • Excellent organizational skills with an ability to think proactively and prioritize work
  • Strong work ethic, professional manner, and appearance in representing Fort Worth Opera
  • Exercise trusted handling of confidential information
  • Discretion, maturity, and composure
  • Additional qualifications as Executive Assistant or Secretary are a plus

 

To Apply

Please submit a cover letter with salary requirements and resume to jobs@fwopera.org

Fort Worth Opera must receive all information requested in order to consider your candidacy.

Fort Worth Opera is committed to employing a diverse staff.

Job Categories: Arts and Culture. Job Types: Full-Time. Job Tags: administration, assistant, manager, and theatre. States: Texas.
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