Description:
About Opera Columbus
Under the vision of General Director + CEO Julia Noulin-Mérat, Opera Columbus is redefining and reimagining the concept of regional opera with world-class productions that celebrate extraordinary talent and artistic partnerships, engaging a new, diverse audience for this most magnificent of art forms. From groundbreaking collaborations to innovative and breathtaking productions, Opera Columbus is passionate about creating artistic moments for each and every patron. Opera Columbus’s slogan, “Make It Yours,” demonstrates the company’s commitment to inclusivity, and invites everyone in the community to join with us. To this end, Opera Columbus commits itself to continuously working to become an antiracist and anti-oppressive organization. We are a dynamic, small team with big ambitions; we move quickly to adapt to the needs of our artists, patrons, and the world around us. Opera Columbus aims to employ individuals at varying stages of their careers, who have a desire to work for a leading arts organization that values professional and personal growth through collaboration and commitment to creating the highest quality product possible. For more information, visit www.OperaColumbus.org
Primary Function
The Executive Administrator and Board Liaison(EA/BL) provides direct support to the General Director + CEO, performing day-to-day office administration tasks, including artistic administration and board communications. This role directly reports to the CEO and collaborates with the Director of Advancement, Director of Marketing, and Production Manager.
The Executive Administrator and Board Liaison will serve as the core administrative, logistical, operational, and programmatic support for the Office of the CEO. The EA/BL has strong communication skills and is comfortable overseeing and coordinating internal and external relationships with a diverse set of stakeholders, including program partners, funders, board members, elected officials, and community leaders. In addition, the ideal candidate possesses excellent organizational skills that will allow them to facilitate the CEO’s schedule and commitments, while maintaining high professional and ethical standards for handling confidential information.
Duties and Responsibilities
Office of the General Director + CEO (50%)
• Provides high-level administrative support and assistance to the CEO, including serving as primary point of contact with internal and external constituencies on matters relating to the CEO
• Manages CEO’s active calendar by planning and scheduling appointments and travel. Oversee CEO’s professional calendars: meetings with artists, board members, funders, city officials, and other VIPS to further the development of future institutional initiatives. Understand priority / urgency.
• Serves as a generalist performing complex administrative duties, including composing correspondence independently on a wide variety of matters researching, prioritizing, and following up on incoming issues and concerns addressed to the CEO, including those of a sensitive and confidential nature
• Prepares background information for CEO in advance of appointments and special projects (in conjunction with Dir. of Advancement)
• Manages and troubleshoots all technology in the Office of the CEO’s including live feeds and video conferencing
• Purchases tickets to performances and events for the CEO. Arrange OITR tickets for artistic peers, community leaders, and donors
• Manages receipts, bank statements, and reimbursements for CEO
• Support the CEO’s work in maintaining relationships with staff, board members, city officials,
and other VIPs
• Administrative tasks such as filing, mail, scheduling & correspondence
• Assist the CEO with follow-up communication with artists and artist managers
• Productively and sensitively support relationships and communication with staff to help ensure the best possible outcomes
• Greets visitors and coordinates small-scale events & hospitality
• Executes opening night cards and gifts with Marketing department
• Purchase and distribute gifts on behalf of the CEO
• Maintains thank you lists
Board Liaison (20%)
• Serves as the Board liaison with high-level administrative tasks, which include meeting logistics, agenda development, scheduling, delivering of information packets, and ensuring that the Board records, correspondence, minutes, and activities are maintained within the Office of the CEO.
• Circulates materials to board members via email, including meeting agendas, reports, news articles, etc.
• Prepares board meeting agendas and other materials under the direction of the CEO and Board President.
• Coordinates board meetings dates and locations with CEO and Board President.
• Attends all Trustee Board meetings and ensures that Board minutes are transcribed to official Board records and that all official Board records are maintained and properly secured
• Sends reminders to board members regarding important dates, meetings, RSVP’s, etc.
Company Management (with production manager) (20%)
• Assists PM with scheduling production meetings, rehearsal rooms and conference rooms.
• Serve as primary administrative contact for all artists
• Assist on the contracting process for all production artists (singers, directors, guest conductors, choreographers and all music staff)
• Tracks the status of contracts in appropriate databases, initiating and confirming proper contract signings, sending executed contracts to artists and authorized representatives, and filing all contracts and contract correspondence
• Execute appropriate documentation and required forms to secure visas for foreign artists in a timely manner
• Submits and approves all artist payments, invoices, and reimbursements, including creating check requests, submitting artist payment requests, submitting housing and travel payments (including stipends and reimbursements), calculating foreign exchange rates, submitting USA health fund contributions and working dues
• Distributes payments to artists and facilitating any questions about fees, deductions, dues, or taxes
• Communicate current and anticipated mainstage expenses for all artist-related costs (travel, housing, visa fees, etc) to CEO and Accounting Dept
• Manage the audition process for principal artists and chorus
• Maintain the artist contact list, releases, and database of musicians
• Arrange and communicate travel, housing, and on-contract commitments for artists
• Administer artist headshots and bios and collect costume measurements
• Create artist packets and send welcome emails
Other (10%)
• Anticipates and maintains office supply inventory
• Processes and distributes office mail
• Participate in department staff meetings
• Manage Audition OC and Cooper-Bing email accounts
• Attend board meetings, mainstage productions, pop up events and gala as needed
• Facilitate digital background checks for new employees
• Process new hire paperwork, and set up new hire access to computers, telephones, staff badge, parking, etc.
• Manage various electronic accounts
• Performs additional duties as assigned
Experience and Knowledge
• Minimum of 3 years of relevant work experience in administration, preferably in a non-profit institution or art-related field
• Meticulous attention to details and process, including communications, office systems and recordkeeping
• Knows Microsoft Office, Dropbox, and e-signature technology (DocuSign or other)
• Ability to uphold high professional and ethical standards for handling confidential information
• Strong social and diplomatic skills to cooperate with a wide variety of people and diffuse challenging situations
• Excellent organizational, written, time management, verbal, and proof-reading skills
• Demonstrated ability to perform on multiple projects throughout a work week
• Ability to work remotely and in-person as needed
• Ability to comply with internal COVID-19 vaccination mandate
• Bachelor’s degree a plus, but not required
• Ability to read music a plus
• Knowledge and enthusiasm for opera and the arts
This position is a good fit for someone who:
• Has interest or background in opera, contemporary music/art, music education, or other performing arts
• Likes working in a high-energy environment with a dedicated team
• Enjoys interacting with senior leadership, prospects, donors, patrons, and volunteers and building effective long-term relationships
• Is passionate about working with a company who is very active in its community
• Likes combining creativity and exactness to solve problems
• Is knowledgeable about EDI best practices
• Is knowledge of Columbus and Central Ohio
• Wants to be a team player, consensus builder and drive innovation in the arts
Special Requirements
• Some flexible scheduling to meet the needs of the organization
• Ability to stand for varying periods of time in an outdoor setting.
• Ability to lift 20 pounds
• Valid driver’s license
• The position will require a satisfactory background check
• Maintaining a high level of discretion and communicating professionally in writing and verbally across all levels of the company and externally. Deal with sensitive data that requires confidentiality and discretion
Other Details:
• Base annual salary starts at $42,000.
• Full-time with 3 weeks PTO and 11 holiday pay; Work occasional weekends as required
• Hybrid Work Schedule available, + Summer hours, +off season hours
• Medical, Dental, Vision, LTD, 401k, Parking
Inclusion, Diversity, Equity, and Access
Embrace and accentuate diversity, equity and inclusion as critical elements of community engagement, audience development, program expansion, staff, artists, and board members.
Equal Opportunity Employer
Opera Columbus is an equal opportunity employer. People of color, women, persons with disabilities, and persons in the LGBTQ+ community are highly encouraged to apply. Opera Columbus maintains a policy of non-discrimination with respect to employees and applicants for employment. No aspect of employment will be influenced in any matter by race, color, religion, sex, age, national origin, marital or parental status, ethnicity, religion, sexual orientation, gender identity and/or expression, physical disability, medical condition (including HIV or AIDS status), perceived physical disability, veteran status, or any other basis prohibited by statute.
This position will remain open until a diverse and qualified pool of candidates has been identified. Applications from populations underrepresented in the arts are strongly encouraged to apply.
How to Apply:
• Please send a resume with cover letter and two references to pr@operacolumbus.org. In your cover letter, please indicate your preferred start date. Send Word or PDF file only.
• Opera Columbus does not utilize AI for purposes of recruitment and/or hiring.
• If you have questions or need specific accommodations prior to applying, please send an email to pr@operacolumbus.org only.
• Include Executive Administrator and Board Liaison in the subject line.
• No phone calls please. Please do not inquire about the status of your application.
