Executive Assistant, Board Liaison & Office Manager - Cincinnati Opera

Founded in 1920, Cincinnati Opera is one of the oldest and most highly regarded opera companies in the United States. Known for its longstanding partnership with the Cincinnati Symphony Orchestra, a roster of world-class singers, and its spectacular performance venue, Cincinnati Music Hall, Cincinnati Opera has received numerous accolades and awards, including a recent nomination for the prestigious International Opera Award. Cincinnati Opera offers a primary season of performances from June through August (paid attendance 17,000-20,000), plus a host of events through the year, including educational programming, small-scale public performances, recitals, and fundraisers.

The Executive Assistant, Board Liaison & Office Manager provides high-level administrative support to Cincinnati Opera’s executive leadership, serves as a primary administrative liaison to the Board of Trustees, and oversees the day-to-day administrative operations of the office. The position also manages Cincinnati Opera’s Bravo Shop merchandise shop and supports select organizational meetings, events, and special projects.

This highly visible role works across the organization and regularly interacts with Board members, donors, artists, vendors, community partners, and staff. Success requires exceptional organization and attention to detail, exceptional project management skills, sound judgment and discretion, strong written and interpersonal communication skills, and the ability to anticipate needs, coordinate multiple stakeholders, and manage concurrent priorities and deadlines.

This position typically requires approximately 30 hours per week and provides flexibility in scheduling work hours.

RESPONSIBILITIES

Executive and Administrative Support

• Provide high-level administrative support to the General Director & CEO, Chief Financial and Administrative Officer, and other members of executive leadership as assigned.
• Plan and coordinate cross-functional administrative projects from inception through completion, establishing timelines, tracking deliverables, coordinating contributors, identifying dependencies, and ensuring timely follow-through.
• Coordinate calendars, meetings, correspondence, travel arrangements, and other administrative needs.
• Draft, prepare, proofread, and distribute correspondence, presentations, meeting materials, and other documents.
• Support the preparation and coordination of staff meetings, organizational communications, and special projects.
• Maintain confidentiality and exercise sound judgment in handling sensitive organizational, personnel, donor, and Board information.
• Assist executive leadership with expense documentation, invoices, credit card reconciliation, and other administrative processes as needed.
• Anticipate administrative needs, identify potential issues, and independently coordinate appropriate follow-up.

Board and Governance Support

• Serve as a primary administrative liaison for Cincinnati Opera’s Board of Trustees and designated Board committees.
• Maintain the annual calendar of Board and committee meetings and coordinate scheduling with Board and staff leadership.
• Work with the General Director & CEO, Board Chair, Committee Chairs, and appropriate staff to prepare agendas and meeting materials.
• Coordinate Board and committee meeting logistics, including calendar invitations, meeting spaces, technology, catering, materials, and other arrangements.
• Collect, organize, prepare, and distribute Board and committee materials in a timely and professional manner.
• Attend designated Board and committee meetings; take notes and prepare accurate draft minutes for review and approval.
• Develop and manage timelines for Board and committee meetings, ensuring required materials, decisions, presenters, logistics, and follow-up actions are coordinated and completed on schedule.
• Maintain Board records, directories, committee rosters, attendance records, policies, calendars, and other governance documentation.
• Coordinate administrative aspects of Board member onboarding, annual updates, surveys, and other Board communications.
• Maintain accurate Board and committee information in organizational systems.
• Support the planning and execution of the Annual Meeting and other Board-related meetings, events, and activities.
• Assist with special Board initiatives, including Board travel and other engagement activities, as assigned.

Office Management and Administration

• Oversee the day-to-day administrative functioning of the Cincinnati Opera office and help maintain an organized, welcoming, and professional work environment.
• Serve as a central point of coordination for general office needs, including office supplies, mail, equipment, printers, name badges, staff directories, and other shared resources.
• Coordinate routine office maintenance and facility needs with Music Hall, Cincinnati Arts Association, vendors, and appropriate internal staff.
• Maintain administrative calendars, organizational lists, files, records, and recurring office processes.
• Answer and coordinate coverage of the organization's main telephone line and assist visitors as needed.
• Coordinate administrative preparations for Cincinnati Opera's summer performance season and other periods of increased organizational activity.
• Maintain current procedures and documentation for recurring responsibilities to ensure continuity of operations.
• Identify opportunities to improve administrative processes, documentation, organization, and efficiency.

Bravo Merchandise Shop

• Manage Cincinnati Opera's Bravo merchandise shop, including both in-person seasonal operations and year-round online sales.
• Maintain merchandise, pricing, and inventory information within the organization's e-commerce and point-of-sale systems.
• Monitor online orders and coordinate timely order fulfillment and shipping.
• Review merchandise sales and inventory annually and recommend products for reorder, discontinuation, discounting, or introduction.
• Coordinate with Marketing and other staff on the design and production of seasonal and Cincinnati Opera-branded merchandise.
• Source merchandise and work with vendors to obtain pricing, place orders, and maintain appropriate inventory levels.
• Coordinate seasonal Bravo Shop set-up, operations, and close-out.
• Coordinate and provide direction to interns, seasonal staff, or other team members supporting Bravo Shop operations.
• Maintain appropriate sales, inventory, and other documentation and coordinate with Finance regarding reconciliation and reporting as needed.

Meetings, Events and Special Projects

• Coordinate administrative and logistical support for designated organizational meetings and events.
• Support planning and execution of the Annual Meeting, Board and committee gatherings, and other special events as assigned.
• Assist with opera travel and other Board or donor engagement activities, including coordination with travel partners and responding to participant questions.
• Support select organization-wide initiatives and administrative projects as assigned.
• Perform other duties consistent with the scope and responsibilities of the position.

Reports To: Reports to the General Director & CEO and Chief Financial and Administrative Officer (CFAO)