Executive Assistant and Board Liaison
Founded in 1972, Calgary Opera is one of Canada’s most innovative and ambitious professional opera companies. As we approach our 50th anniversary, we are looking for our next executive assistant and board liaison to join our busy and exciting team. This role will report to the general director & CEO as well as the Artistic Director and be responsible for providing exceptional meeting management, report writing, and the completion of special projects as required. The Executive Assistant and Board Liaison will demonstrate a strong work ethic with a positive attitude, ready to roll up their sleeves and get what needs to be done, done!
Note: This is a full-time role, on-site.
As the office administrator executive assistant and board liaison, your day-to-day responsibilities will include:
- Managing the schedules and virtual/in-person meetings of the general director & CEO and artistic director.
- Preparation of letters and correspondence, expense reimbursement forms, and other day-to-day tasks of the general director & CEO, and artistic director.
- Working closely with the general director & CEO as well as the board chair, you are responsible for the organization, administration, and coordination of Board and Committee meetings, including the generation and distribution of board meeting packages and attending board and committee meetings to take minutes.
- Execution of the Annual General Meeting.
- Preparation of letters and correspondence, expense reimbursement forms, and other day-to-day tasks of the general director & CEO, and artistic director.
- Arrange appropriate catering and meeting arrangements for both the General Director and CEO and the board of directors.
- General administration and operations support which may include managing daily mail, purchasing, and maintaining office equipment and supplies, managing meeting logistics and maintaining meeting rooms, taking detailed meeting minutes, light cleaning duties, and running errands.
- Maintaining accurate records and ensuring information is updated in the database.
- Supporting Finance with logging of cheque payments, maintaining the organizational vacation tracker, and occasional financial data entry.
- Cross-training to support the administration of the Tessitura application and OneDrive system.
- Completion of special projects and tasks, as assigned.
- Attendance at Calgary Opera performances and company events to provide general assistance to the team.
The right candidate will demonstrate on their resume:
- Minimum 10 years of experience in office administration or related field.
- Experience in working with a not-for-profit board of directors.
- Experience in a non-profit and/or arts environment.
- Driver’s license and regular access to a car is a must-have.
- Outstanding written, oral, interpersonal, and presentation skills, and the ability to build meaningful relationships with key stakeholders.
- Experience in a non-profit and/or arts environment.
- Thorough knowledge of Microsoft suite including Word, Excel, PowerPoint, Outlook, Teams, and Zoom.
During the interview process, we will be looking for behaviours that demonstrate:
- Exceptional interpersonal skills with a can-do attitude.
- A positive and collaborative working style and a willingness to work within a team environment.
- High level of understanding and ability to maintain confidentiality.
- Able to manage competing priorities.
- Ability to work a flexible schedule which may include evenings and weekends, especially during performances and events.
- Passion for the performing arts and knowledge of classical music is an asset.
What’s in it for you?:
- A creative environment and a passionate team.
- Opportunities for growth and development.
- Competitive compensation ($60,000 per annum) and vacation allotment.
- Excellent health and dental benefits.
- RRSP matching.
- The opportunity to be part of the arts in a city that is primed for opera magic!
Commitment to Diversity, Equity, and Inclusion:
The Calgary Opera values diversity in thought as well as representation. We are committed to building an environment that provides a foundation for safety and belonging and we are challenging our biases and assumptions daily. Should you need any support during the application or interview process, please do not hesitate to reach out to our HR Partners at hrhotline@elevatedhr.com.
Think you’d be a good fit?
Please apply online with your cover letter and resume in one document by visiting jobs.crelate.com, or by email at recruitme@elevatedhr.com.
While we thank all candidates who apply, we will only be reaching out to candidates who meet the basic requirements on their resume.
