JOB OVERVIEW
The Executive Assistant to Sr VP and COO position serves as an amicable and energetic presence to not only directly support the Sr VP and COO in tasks related to all USUO operations, but also to liaise among USUO locations and departments. As this individual learns the workings of the office of the Sr. VP and COO, they will quickly develop further responsibilities related to sensitive information, timely and urgent needs, and a thorough institutional memory that will become vital to smooth and efficient operations. This individual will act both responsively to stated needs as well as proactively to help the department remain future-thinking and creative. Regularly acting as the direct point of contact between the organization and its vendors and guests, this individual will serve in a forward-facing and active role. We desire a responsible, professional, and motivated person to join us in this role.
ESSENTIAL RESPONSIBILITIES INCLUDE:
Support to the Senior VP & COO
- Maintain and coordinate Sr. VP and COO’s daily appointment schedule including meetings with staff members, musicians, board meetings, interviews, etc.
- Assist with business travel when necessary.
- Prepare COO for meetings; assist with reports, gather information from relevant departments, and schedule and create agendas for Deer Valley Music Festival planning meetings, Strategic Planning Meetings, concert meetings, tour preparation meetings, and other.
- Maintain Strategic Planning documents by formatting, tracking, and editing content.
- Record meeting minutes for Orchestra Committee and other meetings as necessary.
- Help conserve time and create efficiencies and effectiveness of the COO office by assisting in research, reading, and summarizing information, gathering, collecting, and analyzing information and initiating telecommunications.
- Represent COO in all ways while maintaining confidence and speaking for COO as necessary.
- Attend meetings on behalf of COO as needed and takes notes.
- Maintain COO office and office supplies and ensure operation of equipment.
- Greet and welcome guests for meetings making them feel comfortable and addressing needs.
- Provide historical reference by developing and utilizing filing and retrieval systems both physical and electronic.
- Assist with creating and maintaining organizational timelines.
- Secure all critical information and data.
- Act as main point of contact for the organization: answer phones, provide customer assistance, direct calls, and take messages as necessary.
- Supervise the orderly appearance of main office, workroom, and kitchen; ensure a clean and safe work environment; communicate with custodial services as needed and coordinate annual office cleaning day.
- Handle petty cash and parking vouchers/validations; monitor cash flow regularly: log, track and reconcile with Accounting Dept.
- Organize incoming/outgoing mail and faxes daily; distribute to appropriate staff and contact courier(s), i.e. FedEx; mail drop-off and maintain postage meter; instruct staff in shipping and mailing procedures as necessary.
- Work with Information Systems Manager on minor computer and copy machine issues; contact as necessary for maintenance and repair.
- Provide administrative support and perform special projects as needed or directed for the Office of the Sr. VP & COO.
- Other duties as assigned.
REQUIRED SKILLS / ABILITIES:
- Excellent verbal and written communication skills.
- Excellent organizational and time management skills with a proven ability to meet deadlines.
- Strong attention to detail and ability to work independently or with a team.
- Ability to prioritize tasks and remain flexible to department urgencies when appropriate.
- Proficient with Microsoft Office Suite (Word, Outlook, and Excel).
- Occasional evenings and weekends required.
EDUCATION / EXPERIENCE
- Bachelor’s degree or experience in an organizational role at a performing arts organization preferred.
- Knowledge of or experience with symphony and opera repertoire preferred.
PHYSICAL REQUIREMENTS
- Prolonged periods of remaining stationary and working on a computer.
- Able to move equipment weighing up to 20 pounds.
- Must have reliable transportation, especially to move efficiently and regularly between buildings.
TO APPLY:
Please apply online. Application materials should include a cover letter, résumé, and references. Applications without a cover letter will not be considered.
Beginning pay: $20/hour
