Employment Opportunites

Executive Office Manager

Employment Type: Part-time, non-exempt (high probability of growth into a full-time position within 6-12 months)

Working Hours: 25-30 hours per week Monday – Friday, some evenings and weekends may be required

Working Location:  Opera Idaho office, performance venues, periodic remote office

Compensation: $30,000 starting salary with room for growth, healthcare benefits with vision/dental coverage available

Physical Requirements: Ability to life up to 25 lbs and stand for extended periods of time

Reports To: Operations & Marketing Director

Works closely with: General Director, Development Director, Music Director, & Production Staff

JOB OVERVIEW

Opera Idaho seeks a highly organized and hospitality-oriented professional who can see both the big picture and the operational details. The ideal candidate will understand how the various functions of Opera Idaho intersect and help leadership translate organizational priorities into coordinated action. They are equally comfortable supporting a board meeting, welcoming a donor, coordinating volunteers, improving a workflow, updating the company schedule, or implementing a new process.

The successful candidate will play an important role in strengthening Opera Idaho’s operational foundation through process improvement, documentation, volunteer coordination, and organizational support. Working closely with the General Director and Operations Director, this individual will help develop SOPs, capture institutional knowledge, improve workflows, and support the thoughtful adoption of technology and AI tools that enhance organizational effectiveness. The Executive Office Manager regularly interacts with patrons, donors, board members, artists, volunteers, and staff and will demonstrate exceptional hospitality, emotional intelligence, professionalism, discretion, confidentiality, and sound judgment.

Required Qualifications:

• Bachelor’s degree in a related field or equivalent professional experience. Three or more years of experience in administrative support, executive assistance, office management, nonprofit administration, customer service, hospitality, box office operations, or related field.
• Excellent organizational, time management, project management, and problem-solving skills
• Exceptional written and verbal communication skills
• Proficiency in Microsoft 365, Google Workspace, and related business software
• Ability to manage multiple priorities while maintaining accuracy and attention to detail
• Comfortable assembling a team of volunteers, delegating responsibilities, and overseeing tasks
• Demonstrated professionalism, discretion, and sound judgment when handling confidential information
• Ability to work independently, take initiative, and follow through on commitments

Preferred Skills:

• Experience supporting executive leadership, boards of directors, committees, or volunteer organizations
• Experience in a nonprofit, arts, performing arts, educational, or mission-driven organization
• Experience creating or maintaining SOPs, organizational documentation, or workflow systems
• Experience with project management software such as Asana or similar platforms
• Familiarity with or curiosity about AI-powered productivity tools and emerging workplace technologies
• Experience in patron/customer services or hospitality-focused environments

Core Competencies:

• Hospitality and customer service
• Relationship building and communication
• Organization and project coordination
• Problem-solving and initiative
• Systems thinking and process improvement
• Discretion, diplomacy, and confidentiality
• Accountability and follow-through
• Adaptability and collaboration

PRIMARY RESPONSIBILITIES

The Executive Office Manager will execute tasks in four core areas: Executive Administration, Office Management, Volunteer & Resource Coordination, and Patron Services & Hospitality. While the Executive Office Manager may not personally perform every task, they are responsible for ensuring important administrative and operational needs are completed through direct execution, volunteer coordination, vendor management, or delegation as appropriate.

Executive Assistance (40%)

• Support executive leadership through administrative coordination, scheduling, and communication
• Assist Operations Director in coordinating calendars, meetings, and company activities across departments
• Coordinate board communications and serve as a primary administrative liaison to the Board of Directors
• Support board meetings through scheduling, logistics, hospitality, minutes, and follow-up communications
• Maintain confidentiality and professionalism when handling sensitive organizational information
• Prepare agendas, meeting materials, reports, board packets, correspondence, and other documents
• Help set company reminders for projects, deadlines, and action items
• Document institutional knowledge and proactively identify opportunities to improve workflows, systems, and organizational effectiveness.
• Assist the General Director and Operations Director with creating, standardizing, and documenting SOPs

Office Management (25%)

• Maintain a welcoming, professional, & organized office environment
• Set up a rotating schedule of office volunteers and interns to assist with office/administrative tasks
• Coordinate office supplies, equipment, maintenance, light cleaning, mailings, filing, and general admin
• Maintain and update digital and physical administrative records, files, contact lists, etc.
• Ensure day-to-day operational needs are identified and addressed in a timely manner

Volunteer & Resource Coordination (15%)

• Recruit, coordinate, support, and communicate with Opera Idaho volunteers
• Develop and maintain a volunteer pool to assist with office projects, development projects, events, etc.
• Delegate appropriate tasks to volunteers, vendors, and service providers
• Take ownership of ensuring operational tasks are completed effectively, whether through direct execution or coordination of others
• When needed, assist Production Coordinator, Stage Manager, Production Director, Artists, or other supporting staff with checking out and using resources (ex: company van, props, keyboard, production supplies, etc.)
• Manage ESPAA parking passes and vehicle registration for guests, volunteers, artists, and staff

Patron Services & Hospitality (15%)

• Serve as a welcoming and professional ambassador for Opera Idaho, helping foster positive relationships with patrons, donors, volunteers, artists, and community partners
• Answer phones, greet visitors, respond to inquiries, and provide exceptional customer service
• Assist with ticket sales, exchanges, subscription renewals and other box office transactions
• Learn the ticket/donor/customer management system – Spektrix
• Maintain and update patron profiles and records

Optional Box Office Responsibilities (5%)

• Manage the box office during events and performances which take place in evenings and on weekends
• Assist with box office setup, ticketing logistics, guest lists, will-call, and patron hospitality
• With support from the Front of House Manager, coordinate and train event volunteers
• Help identify opportunities for improving the patron experience and strengthen Opera Idaho’s relationship with its audiences.