Executive Administrator, Temporary
Boston Lyric Opera
15 Channel Center Street, #106
PRIMARY AREAS OF RESPONSIBILITY
• Manage daily correspondence, filter as needed, and follow through on behalf of General Director & CEO (GD & CEO) with internal and external stakeholders
• Manage task management systems and planners that support GD & CEO priorities and activities
• Calendar management, travel arrangements, and meeting coordination for the GD & CEO with all internal and external stakeholders
• In coordination with the Artistic & Production departments, manage scheduling, calendars, and travel logistics for the Music Director, Artistic Director, and Artistic Advisors
• Make travel arrangements, coordinating activities with partners and donors as appropriate.
• Schedule GD & CEO events in coordination with the Development Department; issue invitations (and arrange catering as needed)
• Proactively manage time and preparations by reading, researching, and routing correspondence, drafting documents, analyzing information, and initiating communication with all stakeholders
• Assist with information collection for reports, grants, or other relevant needs. Provide research and background information on special projects.
• Draft communications on behalf of the GD & CEO.
• Manage expense reporting and reconciliation, including monitoring and approving expenditures; ensuring timely production of financial paperwork; ensuring timely payments to vendors.
• Administer contact list management needs for the GD & CEO a variety of external and internal constituents, coordinate with development and public engagement on the best practices for list management
• Support the GD & CEO’s work in maintaining relationships with board members, city officials, and other VIPs.
• Coordinate GD & CEO tickets to performances and events
• With Box Office, coordinate VIP and guests’ tickets to BLO performances and events
• Enter interaction data on behalf of GD & CEO into Tessitura/CRM software, working closely with the development team to ensure accuracy
• Prepare printed materials and packets for meetings with donors and external constituents
• Some regular work will be required on-site at the BLO offices to prepare materials, mailings, acknowledgments, and letters.
• Provide staff support to GD & CEO at meetings, rehearsals, performances, donor, Board, and VIP events as assigned, including some nights and weekends.
• Administer GD & CEO expenses and credit card reconciliations; liaise with finance department as needed
• Participate in special projects, calls, and meetings with or on behalf of GD & CEO
• Attend and support leadership meetings as needed
• Facilitate technology needs and troubleshooting
• Support all Board-related logistics, including communications, calendaring, and scheduling of internal meetings (including venue and hospitality), board committee meetings, and Director and Advisor meetings in collaboration with the Deputy Philanthropy Officer
• Minimum of five years of relevant experience in a non-profit board environment is strongly preferred.
• Experience writing and editing one or more of the following: newsletters, magazines, blogs, annual reports, donor profiles, acknowledgment letters, campaign brochures, funding proposals, fact sheets, or equivalent
• Experience working in a nonprofit preferred; enthusiasm about opera is a plus.
• Meticulous attention to detail in all matters.
• Ability to exhibit a high degree of judgment, tact, and professionalism when interacting with board members and executive/senior management.
• Ability to display a high level of flexibility and resourcefulness; highly adaptable to changing needs and demands.
• Excellent computer skills, including proficiency with Microsoft Office suite of applications.
• Ability to work with minimal supervision; work independently and collaboratively as part of a team.
• Tessitura knowledge a plus
• Ability to juggle changing priorities
The position is a temporary full-time, 40-hours a week, exempt position. Anticipated dates for placement are June 19, 2023 through October 31, 2023. Regular business hours are Monday to Friday, from 9am-5pm with evening and weekend work during seasonal high-volume periods. Administrative work is currently hybrid (office/remote) with some regular onsite work required for site visits, BLO performances, and events in Boston and across the greater Boston area (during the week/on weekends).
The salary for this position is based on a candidate’s experience and skills, with a salary range of $60,000- $75,000 in addition to a benefits package which includes an Unlimited Vacation policy, 8-hours of paid Volunteer time, and 401k retirement plan.
Locally and nationally, Boston Lyric Opera leads the way in celebrating one of the world’s great art forms through innovative programming and community engagement initiatives that redefine the opera-going experience. Now in its 45th Season, BLO is the largest and longest-lived opera company in New England. Since its founding the Company has staged world and U.S. premieres, and notable co-productions and co-commissions. It is a destination for leading artists, conductors, directors, and designers from around the world. BLO values diversity and is committed to creating an inclusive environment for all employees. All qualified candidates will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age or veteran’s status or any other protected category. BLO is an equal opportunity employer.