Manitoba Opera: Executive Assistant, Application Deadline October 1

Position: Executive Assistant

Reports to: General Director & CEO

Department: Artistic, Administration

Direct Reports: None

Position Summary: This role provides administrative and research support to the General Director & CEO and the Director of Operations, and manages monthly board, committee, and staff meetings.

The candidate is self-motivated, with the ability to manage multiple priorities, has strong computer, communication, planning and organizing skills, and can work with a wide variety of people.

Executive Assistance to General Director & CEO

Assist with management of the CEO's schedule

Draft correspondence on behalf of the CEO

File and retrieve corporate documents, reports & correspondence

Research and prepare presentations for board and committee reports

Manage information flow in a timely manner

Book travel, accommodations, auditions, conferences, meetings or other opera related business, book tickets to productions as required

Assist the CEO with hosting at events & performances

Board, Committee, Staff Support

Arrange meetings for board/committees/staff as required

Prepare meeting materials for board and committee meetings including agendas, committee/staff reports and presentations

Record board and committee meeting minutes, track attendance, send meeting invitations, set up and take down of meeting materials/equipment as required

Record, circulate, and file minutes of the weekly staff meetings

Send and post event dates on third-party calendars

Conduct research as required

Manage office supplies

Record monthly photocopy/postage reading

Distribute incoming mail to appropriate departments

Deliver outgoing mail to mailbox daily

Schedule couriers

Assist departments with volunteer management when required

Assist with preparation of large mailings

Other duties as assigned

Expectations upon employment

Represent MO in a professional manner with the Board of Trustees, committees, staff, the community, volunteers, and donors

Maintain a high level of confidentiality

Become familiar with the programmed operas and special events each season

Become competent in the use of Theatre Manager database

Contribute individually, and participate effectively in cross-functional teams

Required Skills

High level of proficiency with technology including Microsoft applications

Ability to create positive relationships

Excellent written and verbal communication skills

Detail-oriented with strong organization skills

Manage a busy workload and multiple priorities

An efficient and patient communicator

An excellent and resourceful problem solver

Sound judgment and discretion where appropriate

Ability to perform well under pressure

A calm demeanor in a fast-paced environment

Education & Experience Requirements

A minimum three years' experience in an office setting and/or customer service-related field, or a degree or diploma from a recognized post-secondary institution in a related discipline. A combination of education and experience may be considered.

Assets

Knowledge of the cultural, performing arts, or not-for-profit sectors

Knowledge of board functions

Database management experience

Experience with research functions

To apply:

Interested applicants are invited to submit their resume and cover letter by 5:00 p.m., Friday October 1, 2021 to:

Manitoba Opera

1060-555 Main St.

Winnipeg, MB R3B 1C3

mbopera@mbopera.ca

Manitoba Opera is committed to achieving employment equity and values diversity within the workplace, and therefore encourages applicants who are Indigenous (includes First Nations, Status, Treaty or Non-Status, Metis, and Inuit), women, visible minorities, and persons with a disability to self-declare in their cover letter.

Manitoba Opera thanks all who apply, however, only those selected for an interview will be contacted. The successful candidate must provide a satisfactory criminal record check upon employment and COVID-19 vaccination status. Unvaccinated candidates will be required to undergo regular testing.