Executive Assistant

We are seeking an organized, self-motivated Executive Assistant who will work with our General Director and executive leadership team to unlock potential by providing administrative and communications support to the General Director, while also serving as a liaison for the Board of Directors.

About the position:

Do you love the arts, having fun at work, and being part of the one the region's anchor organizations for arts and culture? Portland Opera provides all of that and more! While eating lunch from the break room, you can see third-story balcony views of Mt. Hood and the river. What if the weather is rainy? Enjoy your lunch inside and listen to the opera singers as they roam the halls spreading their love for the arts.  

We are seeking an organized, self-motivated Executive Assistant who will work with our General Director and executive leadership team to provide administrative and communications support to the General Director, while also serving as a liaison for the Board of Directors.

You will have the opportunity to introduce ideas, gain knowledge, share expertise, while working in an exciting and fun environment at the Portland Opera!

The role reports directly to the General Director, who provides an engaging work environment where your ideas and questions are always welcome and encouraged.

ARE YOU PASSIONATE AND INTRIGUED BY? 

  • Executive Level Support: providing a strong foundation for the General Director and senior team to make the best use of time and energy
  • Executive Communications: assisting the General Director with processing incoming and outgoing correspondence (emails, phone calls, mail) and other communications projects
  • Organization & Planning: arranging and managing logistics for guest artists (travel and accommodations, local transportation, welcome packets, etc.)
  • Music and theater throughout the day in a fun and enthusiastic workplace
  • Learning new skills and upholding high integrity day-to-day 

 EXPERIENCE/IDEAL CANDIDATE: 

  • 5+ years of experience with executive level support, high code of ethics, including the ability to utilize discretion when dealing with confidential or sensitive information and situations
  • Excellent hands-on experience with MS Office Suite (Outlook, Word, Excel, PowerPoint, Teams, etc.)
  • Thoughtful decision-maker with emotional intelligence, and outstanding interpersonal skills in all channels of communication; able to connect with all levels of employees from various departments and positions of power and encourages executive connection.

Culture: With a passion for music and theater running all day in front of everyone’s minds, the Portland Opera provides an upbeat and enthusiastic culture. The relaxed environment provides employees the opportunity to always be at their best while having fun!  

Portland Opera offers productions of the highest artistic quality, bringing the world of opera to the region. Over the past 58 years, the company has presented more than 200 operas, including world premieres. In addition to its annual season, the company is also renowned for its outreach and educational initiatives, including Portland Opera-To-Go, Opera a la Cart, and its Resident Artists Program, which supports the next generation of opera singers. 

Our Commitment to Equity, Diversity & Inclusion

At Portland Opera, we are committed to diversity and inclusion in the workplace, and we are an equal opportunity employer. Portland Opera Association will not discriminate against any employee or applicant for employment based on race, color, national origin, gender, gender identity, sexual orientation, age, religion, disability, protected veteran status, or other characteristics protected by law. We are committed to eliminating barriers to access and equity and see a diverse workforce as a key step toward this goal. We invite you to join us on our journey.

Full Job Description - More Information
Position: Executive Assistant

Status: Full-time/Regular/Exempt

Reports to: General Director

Liaises with: Senior Staff, Board of Directors and External Constituents

Normal hours: Monday – Friday 8:30 a.m. – 5:00 p.m. (37.5 hours per week). Duties require some evening and weekend hours for Portland Opera performances and events.  This in an in-person position with flexibility, depending on General Director's schedule.


POSITION SUMMARY

The Executive Assistant provides administrative and communications support to the General Director, and serves as a liaison for the Board of Directors. The ideal candidate for this role will be a strong communicator, well-organized, collaborative, and possess outstanding interpersonal skills.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Direct Support to General Director & Senior Staff Collaboration

  • Provide a strong foundation for the General Director and senior team to make the best use of time and energy, by maintaining General Director and Board calendars—organizing and scheduling meetings and events as needed, process business receipts and invoices as needed, and make hospitality arrangements when applicable.
  • Assist General Director with processing incoming and outgoing correspondence (emails, phone calls, mail); ensuring that the General Director is always briefed and prepared for meetings.
  • Join the communications team as a key creator of Executive Communications—which may include personal correspondence, reports, internal memos, e-mails, remarks, and various writing projects in line with brand standards and company communications priorities.
  • Contribute as a thought and accountability partner for the executive team— ensuring focus on key priorities (knowing what is urgent, what is important), values, and strategic progress to unlock potential for organizational transformation.
  • Manage special projects as directed, which may include projects such as research, preparing welcome or thank you gifts, providing artist relations support, or other priorities.
  • Support executive participation in advocacy, professional service organizations, committee work, and external relations.  
  • Collaborate with the Director of Development and the development team on donor communications, scheduling, and projects that directly involve the General Director
  • Makes travel arrangements for General Director, other staff and VIPs as needed
  • Be mindful regarding sensitive information and relationships - demonstrating discretion when working on confidential business and organizational issues

Portland Opera Board of Directors, Liaison Activities

  • Create and manage the annual full Board and Committee meeting schedule, in consultation with Senior Staff
  • Prepare Board meeting materials including minutes & contact lists
  • Prepare Board communications in consultation with General and Development Director
  • Provide administrative support to Board governance and committee activities, organizing Board portal, committee agendas, and other activities as needed
  • Maintain Board checklist for incoming/outgoing members
  • Maintain Board attendance for all official meetings
  • Coordinates Board orientation training process
  • Maintains electronic and hard copies of Board archives
  • Provides support for Board Retreats

(Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

OTHER DUTIES
Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 


SKILLS/EDUCATION/EXPERIENCE

Essential

  • Commitment to Portland Opera’s mission, vision, and values.
  • 5+ years of experience with executive level support, high code of ethics, including the ability to utilize discretion when dealing with confidential or sensitive information and situations.
  • Strong office management skills with advanced proficiency in Microsoft Office (including Outlook), and basic design and presentation skills
  • Thoughtful decision-maker with emotional intelligence, and outstanding interpersonal skills in all channels of communication; able to connect with all levels of employees from various departments and positions of power and encourages executive connection.
  • Excellent communication skills.

Helpful:

  • Previous experience in a non-profit arts organization
  • Understanding of the principles and practices of philanthropy

JOB CONDITIONS

The Executive Assistant has a wide variety of duties, both inside and away from the office.  Roughly 80% of the workday is spent either on the phone or working at a computer workstation.  The work area has natural light and a combination of fluorescent and incandescent lighting.

EQUIPMENT USED:  In addition to computer workstation and telephone, this position requires use of a cell phone, copy/print and fax machines to perform duties.  Use of other office tools may occasionally be required. 

PHYSICAL DEMANDS:  Concentrated use of computer keyboard and mouse is frequently required.  Lifting tasks are occasional and limited to 25 pounds or less without assistance.  Computer workstation, desk and other equipment are not shared and can be adjusted to make them more ergonomically comfortable.

About Portland Opera

OUR MISSION, VISION, AND VALUES

VISION
We celebrate the power of performance, storytelling, and song as an inclusive artistic leader.

MISSION
We gather and inspire audiences, artists, and collaborators to share opera experiences that enliven and connect us all, enhancing the cultural landscape of the beautiful Pacific Northwest.

VALUES
We realize our mission and vision with a constellation of values that guide our work:

The Art of Opera

We are unapologetically passionate about the live art of opera, and are energized by its roots as the people’s art form. We believe in its future. We continue the timeless tradition of storytelling, we celebrate the universal language of music, and we honor the brilliance of the human voice. 

Ensemble & Cultural Equity

Our work relies on being an ensemble, and our ensemble only thrives with diversity, equity, inclusion, and respect. We commit to actively confronting and dismantling white supremacy, patriarchy, and exclusion in our company, field, and community. We commit to being inclusive and strive every day to be an anti-racist organization. 

Our Shared Humanity

We sing stories about experiences, emotions, and moments that matter in life. In this practice we, together with audiences, aim to reveal and gain insight into the human condition—as a reflection of ourselves, and ourselves in relation to each other. 

Fiscal Strength & Stewardship

We are committed to the fiscal health of our organization, and its bright future. We are dedicated financial stewards of the community and the philanthropic funding that makes our work possible. 

Community Connections

We generate positive impacts for our community, fostering and co-authoring collaborations and programs to achieve meaningful engagement. We contribute to the civic and cultural life of our region, and amplify the contributions and insights of our peers, colleagues, and partners. 

Imagination & the Entrepreneurial Spirit

We accomplish our work with an enthusiasm to be creative, to innovate and transform, to adapt and collaborate. We hold ourselves and each other accountable to achieve sustainability, increase accessibility, and make space for curiosity in attaining our strategic goals. 

Compensation/Benefits

Compensation/Benefits: We work to empower and inspire all to be their very best. We are committed to keeping our employees and their families as healthy as they can be, which is why we provide a comprehensive benefits package.

  • Compensation Structure: This position offers an exempt salary in the range of $58,000 to $65,000 per year, dependent on experience, with the below benefits:
  • Our benefits start the 1st of the month following your start date and include: 
    • Medical, Dental, and Vision options
    • HAS/FSA
    • Group Term Life Insurance up to 3 times salary
    • Retirement plan with 3% employer match
    • Up to 18 days of PTO plus 16+ Paid Holidays off; including the last week of December
    • Work-life balance with 37.5 hour work week
    • Two complimentary tickets to all Portland Opera productions
    • Free parking or employer-paid monthly transportation allowance
    • Indoor bike storage, shower, and locked room

TO APPLY: 

Qualified candidates should forward resume and cover letter to OperaJobs@portlandopera.org

Please, no phone calls.

Portland Opera is a tax-exempt 501(c)(3) organization and an Equal Opportunity Employer. 

Apply today! Email us your resume and cover letter.