Executive Assistant and Board Liaison

The Executive Assistant provides high-level administrative, operational, and strategic support to the General Director & CEO and the Board of Trustees. This role requires discretion, exceptional judgement, strong organizational skills, initiative, responsiveness, and a commitment to the mission and values of Lyric Opera of Kansas City.

Responsibilities

• Exemplary coordination of the operations of the Office of the General Director & CEO.
• Prepare presentations as requested.
• Maintain General Director & CEO calendar and schedule appointments.
• Coordinate telephone, correspondence, and mailings from the General Director & CEO.
• Schedule travel as requested.
• Represent oneself and the Office of the General Director & CEO with the highest level of professionalism and maintain strict confidentiality.
• Work on projects as assigned by the General Director & CEO.
• Support the planning and execution of special events/meetings as assigned.
• Serve as the primary liaison between the General Director & CEO and the Board of Trustees, including:
  • Timely and accurate management of schedules.
  • Preparation and distribution of Board materials.
  • Meeting coordination including notifications, food ordering, set up, and tear down.
  • Preparation and distribution of meeting minutes.
  • Effective communication and documentation for Board activities.
  • Board materials updates.
• Achieve fluency with Tessitura and maintain data integrity per Company standards.

Requirements

• Demonstrate exemplary judgement, discretion, and the ability to handle sensitive information.
• Strong organizational, communication, and interpersonal skills.
• Meticulous attention to detail.
• High proficiency in Microsoft Office including Word, Excel, Outlook, and PowerPoint, including the ability to generate letters and labels through mail merge processes.
• Highly skilled time manager.
• Strong interpersonal skills with the ability to interact professionally and diplomatically with all, including volunteers, in a highly public environment.
• Ability to exercise good judgment, discretion, and confidentiality as appropriate.
• Demonstrate the ability to be flexible and shift priorities as demands change.
• Bachelor’s degree in business administration or a closely related field or equivalent work experience.
• 3-5 years of strong administrative experience with emphasis in executive support.
• Database experience a plus.
• Experience in a not-for-profit organization a plus.
• Experience with successful Board management.
• Experience with meeting minutes preparation.

Work Environment

This job operates in a professional office environment. This role is performed sitting at a desk, and routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. While most work occurs in relation to a long-term plan, the Executive Assistant will be required to be flexible to changing priorities and additional projects that can require overtime. Must have the ability to manage multiple short-term deadlines.

Physical Demands

A portion of the work is of a sedentary nature sitting at a desk, but filing and other duties are required. This will require the ability to lift files and boxes, move chairs and tables, open filing cabinets, and bend or stand as necessary.

Schedule

This is a full-time position. Days and hours are Monday through Friday, 9am to 5pm. Work may require attendance at performances and other Company events that are outside of regular operating hours.

Performance Measures

• Successful/positive interaction with Board members and donors.
• Efficient coordination of all appointments, correspondence, and presentations.
• Timely and accurate preparation and distribution of Board materials.
• Effective working relationship with all departments.
• Timely and accurate execution of assignments.
• Flexibility.