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Executive Assistant to Directors of Opera

Passionate about the world of opera? Have executive assistant experience? Then join this iconic opera company for what could be the role of your dreams…

Royal Opera House (ROH) is one of the world’s greatest opera companies. Based in the iconic Covent Garden theatre, it is renowned both for its outstanding performances of traditional opera and for commissioning new works by today’s leading opera composers. Their extensive Learning and Participation programme encourages participation and deepens learning, offering people of all ages the chance to discover and question their artforms and create their own responses to opera and ballet. Their ambition is to ignite interest and passion in their artforms, open up opportunities to diversify talent.

ROH are looking for an Executive Assistant who will provide comprehensive administrative support to the Director of Opera and Administrative Director.

RESPONSIBILITIES

  • Provide executive level administrative support to the Directors, including extensive and complex diary management; coordinating meetings; handling all administrative matters; and managing correspondence with internal and external contacts
  • Manage arrangements for all UK and international trips, including travel, accommodation, meetings and theatre/concert tickets for the Directors. Reconcile expenses
  • Act as point of contact for all phone, e-mail and face to face enquiries relating to the work of the Directors, responding on their behalf as required
  • Manage all correspondence on behalf of the Directors, writing letters to donors, VIPs and industry contacts, and responding to complaints and queries from members of the public
  • Write the Director of Opera’s regular report to the Board of Trustees. Manage communications with the Board of Trustees
  • Write and proof-read additional papers, reports, letters and presentations on behalf of the Directors. Research and prepare PowerPoint presentations for the Directors.
  • Member of Opera Company Management team
  • Manage the Opera Company office
  • Provide and organise cover for Music Director in the absence of the PA to the Music Director
  • Provide cover for Senior Executive Assistant to the Chief Executive as required, attending and taking minutes at Executive and Board Meetings
  • Arrange, attend and take notes for key artistic meetings with senior departmental staff
  • Process ticket requests from Directors, designers, external co-producers and senior artistic management, liaising with the Box Office on a daily basis
  • Manage the organisation of opening night parties for new productions for up to 300 guests
  • Manage other ad hoc events on behalf of the Directors and take the lead on projects as required
  • Meet and greet VIPs, artists, producers and other external senior artistic management
  • Work collaboratively and support other team members within the Opera Company, working particularly with both the producing and delivery teams
  • Work collaboratively with other Assistants and maintain effective liaison with all departments within the Royal Opera House
  • Handle petty cash and reconcile expenses and visa statements on behalf of the Directors
  • Schedule, contract and organise British Sign Language interpreted performances, keeping within RO budget
  • Regularly update and disseminate departmental information both internally and externally
  • Maintain confidentiality at all times, understanding the various and complex sensitivities relating to the Directors’ work
  • Maintain effective record-keeping for all aspects of the Directors’ work, ensuring robust systems are in place for succession planning
  • Undertake other tasks as may be required from time to time

KNOWLEDGE, SKILLS, EXPERIENCE

Skills and Experience

  • Significant experience as an Executive Assistant
  • Experience of working in an administrative capacity within an arts organisation
  • Music degree or equivalent

Administration Skills and Knowledge

  • An interest in the national and international opera world
  • Excellent administrative, planning, time-management and organisational abilities
  • Good proof-reading skills with excellent attention to detail
  • Microsoft Office user with good Word, Excel and PowerPoint skills

Communication and People Skills

  • Good verbal and written communication skills with high standard of written/verbal English
  • Able to maintain good working relations with people at all levels
  • Strong customer care approach
  • Able to work autonomously or as a team as required
  • Knowledge of a second major European language an advantage

TO APPLY

  • Follow this link to apply
  • Application deadline: 8am 24th February 2020
  • Start date flexible
  • In your application state that you heard about this role through Creative Access