Administrative Assistant, Washington National Opera (WNO)

4 days left

Location
Washington D.C.
Posted
Jun 26, 2017
Closes
Jul 31, 2017
Career Level
Entry Level
Hours
Full Time

The Administrative Assistant is responsible for supporting the Executive Director, Artistic Director, and providing assistance as needed to other senior staff.  The assistant will also provide general administrative support for the opera.

General administrative support for the Opera includes serving as the liaison with building management, as the point person for calls and questions from the Kennedy Center and from patrons, and as the day-to-day office manager.  These tasks include sending service tickets to the building as needed, ordering coffee and office/kitchen supplies and processing requisitions and payment orders for Watergate and Takoma building invoices.  The assistant will also be responsible for signing for deliveries and sorting mail.

Duties and Responsibility:

30%    Responsibilities for the Executive Director: ensure the ED’s schedule is updated and provide colleagues within Kennedy Center with updates of changes to the ED’s schedule as needed.  Coordinate travel and accommodations as needed.  Serves as point-person for planning activities and meetings of the ED.  (S)he will support ED with correspondence and letters, as needed.  (S)he will answer telephone calls for ED, as needed and will sort and open mail, and email as needed.

30%    Responsibilities for the Artistic Director: coordinate with outside colleagues to ensure the AD’s schedule is updated.  Provide colleagues within Kennedy Center with regular updates of any changes to the AD’s schedule.  Coordinate travel and accommodations for AD, as needed.  When AD is in Washington, assistant will serve as point-person for planning activities and meetings.  (S)he will support AD with correspondence and letters, as needed.  (S)he will answer telephone calls for AD, as needed and will sort and open mail, and email as needed.

20%    Responsibilities for senior staff:  Support the Director of Artistic Planning and Operations and other Directors with travel planning by booking flights, hotels, requesting performance tickets, arranging meetings on-the-road, and auditions.  Complete expense reports and manage travel expenses. 

15%    Administrative and office management: Process invoices, credit card bills, and expense reports. Ensure that payments are made in a timely fashion . Schedule routine services, maintenance visits, and serve as point of contact for building management, volunteer office, and general inquiries.

5%      Oversee the dress rehearsal ticketing process. Allocate tickets, submit box office set up requests, distribute allocations to departments, seat WNO staff and volunteers, and be present the night of the rehearsal for any ticketing issues or questions.

Education/Experience:

  • Bachelor's Degree
  • At least one year of office experience, or internship, preferably in a related position or field
  • Interest in opera, classical music and the performing arts preferred

Minimum Skills and/or Knowledge Required:

  • Excellent verbal and written communication skills
  • Strong organization skills, including the ability to prioritize and manage multiple projects at one time, especially under pressure.  Must be able to work independently as well as in a team environment.
  • Must display good judgement, discretion, and the ability to handle sensitive information in a trustworthy manner.
  • Knowledge of Microsoft Office: Outlook, Word, and Excel required; Access a plus; Accurate word processing, proofreading, and filing skills.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate in person and on the telephone.  The employee is frequently required to use hands to finger, handle, or feel in order to operate computer keyboard, office equipment, and other essential tasks.  The employee is frequently required to sit, stand, walk, bend, stoop, crouch, and reach with hands and arms.  This position infrequently lifts, carries, or otherwise moves and positions objects weighing up to 30 pounds.

The John F. Kennedy Center for the Performing Arts is a world premier performing arts organization and our nation’s cultural center. Diversity is a critical component of our mission, vision, and values. Our staff exhibits a wide variety of perspectives and experiences which enable us to foster and strengthen an environment of diversity and inclusion.

For consideration apply online at www.kennedy-center.org/jobs.