Job Details

Office Manager

Portland Opera, Portland

Job - Non-Profit

Close Date: 01/17/2020



Office Management
• Makes travel arrangements for GD, other staff and VIPs as directed
• Supports meetings and events, including hospitality arrangements
• Manages the schedule and communication of all full company meetings, company lunches,
and employee anniversary gifts/meals.
• Maintains staff phone extension/contact list and maintains organization chart
• Coordinates employee service anniversary acknowledgments
• Coordinates orientation and on-boarding program with HR Manager and Senior Directors
• Prepares New Hire onboarding/informational and benefit packets
• Coordinates safety compliance in coordination with safety committee and participates in safety meetings as directed
• Performs other duties and completes special projects as directed

Portland Opera Board Liaison Activities
• Creates and manages the annual full Board and Committee meeting schedule
• Prepares Board meeting materials including minutes and contact lists
• Prepares Board communications
• Provides administrative support to Board governance activities
• Maintains Board checklist for incoming/outgoing members
• Schedules and coordinates Board orientation
• Maintains electronic and hard copies of Board archives
• Provides support for Board Retreats
• Coordinates orientation and on-boarding program with HR Manager and Senior Directors

General Administrative Duties
• Maintains all common work spaces, conference rooms and coffee areas
• Manages the purchase of coffee, tea, kitchen and all office supplies
• Ensures that office supply rooms, all kitchen areas and employee lounges on first and third floor are maintained
• Other duties as directed

Marketing and Development Support
• Assist the Special Events Manager by taking event inquires and providing other support as needed
• RSVP management for all events as needed
• Collaborate with the Marketing and Communications Coordinator to process approved ticket donation requests weekly
• Process all walk-in ticket requests, rush tickets or simple donation inquiries
• Collaborate with the Marketing and Communications Coordinator to update calendar listings and maintain public event information details for the front desk, in order to assist visitors and walk-ins
• Perform various administrative support tasks as assigned

Building Reception
• Serve as lead receptionist and first point of contact for the Opera, welcoming all guests to Hampton Opera Center, including guests and visitors of our tenants: All Classical Radio and Friends of Chamber Music
• Take general inquiry phone calls and direct patrons to the appropriate personnel
• Oversee incoming and outgoing mail for three non-profit arts organizations
• Process incoming phone calls, voicemail and faxes sent to Portland Opera
• Receive and process package deliveries from UPS and FedEx
• Work with building and production staff to secure the building as needed

• 5+ years of demonstrated ability to provide excellent administrative support to one or more executives
• Extremely well-organized multitasker with the ability to think and plan ahead
• Collaborative, team-focused attitude and strong initiative
• Ideal candidates will have a high level of decorum, poise, patience, be articulate and trustworthy.
• Outstanding interpersonal skills, via face to face, phone, and in writing
• Ability to maintain high level of confidentiality and discretion in all matters related to the GD, the Senior Executive Team, the Board of Directors and company in general
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word and Excel
• Professional and poised demeanor
• Previous experience providing travel arrangements for executives
• Previous experience working with caterers or other outside vendors, customers
• Excellent in both verbal and written communication skills
• Working knowledge of email, database, presentation, and other standard office applications
• A genuine commitment to creating a well-managed organization
• Previous experience taking minutes during meetings and preparing agendas

• Experience working in a project-oriented work environment
• Experience working in a creative environment
• Working knowledge of basic bookkeeping principles
• Experience with survey software
• Experience assisting confidential human resource functions

Please submit resume and cover letter to NO PHONE CALLS PLEASE!