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Job Description / Duties

As the 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, 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

Qualifications / Required Skills

• Minimum 10 years of experience in office administration or related field
• Experience in working with a not-for-profit Board of Directors
• 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
• Driver’s license and regular access to a car is a must-have
• Thorough knowledge of Microsoft suite including Word, Excel, PowerPoint, Outlook, Teams and Zoom

Additional Information

During the interview process, we will be looking for behaviors 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

Salary: 60,000 per annum

Contact Information

Please submit resumes online at the following link: https://jobs.crelate.com/portal/elevatedhr/job/zjasys64m1mwesfeatfpb3xymr

You may also apply by email at: recruitme@elevatedhr.com