Executive Assistant to Senior VP & COO

ABOUT US:

Utah Symphony | Utah Opera (USUO) connects Utah communities through great live music and is the flagship arts organization of the Intermountain West, renowned nationally and internationally for its artistic excellence. USUO’s 87 full-time musicians and five opera Resident Artists perform for more than 450,000 residents in Utah and the Intermountain region each year, presenting statewide music education programs that reach students and adult learners of all ages; four full operas; and more than 175 symphonic and chamber music performances throughout Utah, including at the Deer Valley® Music Festival in Park City.

Founded in 1940 and currently one of just 16 year-round orchestras in the U.S., the Utah Symphony performs at its home venue in Salt Lake City, Maurice Abravanel Hall, and at venues throughout the state of Utah. The Utah Symphony has embarked on seven international tours, numerous national tours including performances at Carnegie Hall and The Kennedy Center, and frequent regional tours including performances at Utah’s state and national parks.

Since 1978, Utah Opera has provided Utah’s citizens with distinguished productions at Salt Lake City’s historic Janet Quinney Lawson Capitol Theatre, showcasing emerging and established artists, celebrating traditional works, and championing new works and the American operatic tradition. Utah Opera is one of just six opera companies in the U.S. with full production capabilities, including in-house costume design and set-building.

USUO’s interactive and curriculum-aligned education programs engage and inspire tomorrow’s musicians and music-lovers, serving more than 91,000 students annually and reaching every school district in Utah on a three- to five-year rotation.

For more information, visit www.usuo.org.

JOB OVERVIEW

The Executive Assistant to Sr VP and COO position serves as an amicable and energetic presence to not only directly support the Sr VP and COO in tasks related to all USUO operations, but also to liaise among USUO locations and departments.  As this individual learns the workings of the office of the Sr. VP and COO, they will quickly develop further responsibilities related to sensitive information, timely and urgent needs, and a thorough institutional memory that will become vital to smooth and efficient operations.  This individual will act both responsively to stated needs as well as proactively to help the department remain forward-thinking and creative.  Regularly acting as the direct point of contact between the organization and its vendors and guests, this individual will serve in a forward-facing and active role.  We desire a responsible, professional, and motivated person to join us in this role.

ESSENTIAL RESPONSIBILITIES INCLUDE:

Support to the Senior VP & COO

Maintain and coordinate Sr. VP and COO’s daily appointment schedule including meetings with staff members, musicians, board meetings, interviews, etc.

Assist with business travel when necessary.

Prepare COO for meetings; assist with reports, gather information from relevant departments, and schedule and create agendas for Deer Valley Music Festival planning meetings, Strategic Planning Meetings, concert meetings, tour preparation meetings, and other.

Maintain Strategic Planning documents by formatting, tracking, and editing content.

Record meeting minutes for Orchestra Committee and other meetings as necessary.

Help conserve time and create efficiencies and effectiveness of the COO office by assisting in research, reading, and summarizing information, gathering, collecting, and analyzing information and initiating telecommunications.

Represent COO in all ways while maintaining confidence and speaking for COO as necessary.

Attend meetings on behalf of COO as needed and takes notes.

Maintain COO office and office supplies and ensure operation of equipment.

Greet and welcome guests for meetings making them feel comfortable and addressing needs.

Provide historical reference by developing and utilizing filing and retrieval systems both physical and electronic.

Assist with creating and maintaining organizational timelines.

Secure all critical information and data.

Act as main point of contact for the organization: answer phones, provide customer assistance, direct calls, and take messages as necessary. 

Supervise the orderly appearance of main office, workroom, and kitchen; ensure a clean and safe work environment; communicate with custodial services as needed and coordinate annual office cleaning day.

Handle petty cash and parking vouchers/validations; monitor cash flow regularly: log, track and reconcile with Accounting Dept.

Organize incoming/outgoing mail and faxes daily; distribute to appropriate staff and contact courier(s), i.e. FedEx; mail drop-off and maintain postage meter; instruct staff in shipping and mailing procedures as necessary.

Work with Information Systems Manager on minor computer and copy machine issues; contact as necessary for maintenance and repair.

Provide administrative support and perform special projects as needed or directed for the Office of the Sr. VP & COO. 

Other duties as assigned.

REQUIRED SKILLS / ABILITIES:

• Excellent verbal and written communication skills. 
• Excellent organizational and time management skills with a proven ability to meet deadlines.
• Strong attention to detail and ability to work independently or with a team.
• Ability to prioritize tasks and remain flexible to department urgencies when appropriate.
• Proficient with Microsoft Office Suite (Word, Outlook, and Excel).
• Occasional evenings and weekends required.

EDUCATION / EXPERIENCE

• Bachelor’s degree or experience in an organizational role at a performing arts organization preferred.
• Knowledge of or experience with symphony and opera repertoire preferred.

PHYSICAL REQUIREMENTS

• Prolonged periods of remaining stationary and working on a computer.
• Able to move equipment weighing up to 20 pounds.
• Must have reliable transportation, especially to move efficiently and regularly between buildings.

Utah Symphony | Utah Opera (USUO) is committed to connecting our community through the performance of great live music. In service of that goal and to create an incredible place to work, USUO prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, national origin, gender, gender identity, sexual orientation, age, religion, disability, genetic information, protected veteran status or any other characteristic protected by federal, state, or local laws.

Utah Symphony | Utah Opera is in compliance with Title VI of the Civil Rights Act of 1964 which maintains that no person in the United States shall, on the ground of race, color, or national origin, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. If you have questions concerning USUO’s compliance with Title VI, please contact the office of the President & CEO.

TO APPLY
To apply please submit cover letter, résumé, and references at https://usuo.org/job-application/. Applications without a cover letter will not be considered.

Beginning pay: $18/hour