Executive Assistant and Board Liaison
Job Summary
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. The Executive Assistant acts as principal liaison between the General Director & CEO, the Board of Trustees. Accomplish the objectives of Lyric Opera of Kansas City Support the Company’s mission to make Lyric Opera of Kansas City indispensable to the public through transformational opera experiences and broad service which captures the hearts and minds of our communities.
About the Role
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.
Cookbook, 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.
Maintain strict confidentiality.
Work on projects as assigned by the General Director & CEO.
Serve as the primary liaison between the General Director & CEO and the Board of Trustees.
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,
Other Responsibilities
- Achieve fluency with Tessitura.
- Maintain data integrity per Company standards.
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Required Competencies
- 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.
- Must exercise good judgment, discretion, and confidentiality as appropriate.
- Demonstrate the ability to be flexible and shift priorities as demands change.
- Work on projects as assigned by the General Director & CEO.
- Serve as the primary liaison between the General Director & CEO and the Board of Trustees.
- 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,
- Other Responsibilities
- Achieve fluency with Tessitura.
- Maintain data integrity per Company standards.
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. Position Type And Expected Hours Of Work
- 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.
Required Education And Experience
- Bachelor’s degree in business administration or a closely related field or equivalent work experience.
- 3-5 years of strong administrative experience – 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.
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.