Executive Assistant and Board Liaison

JobSummary: The Executive Assistant provides high-level administrative, operational, and strategic support to the General Director & CEO and the Board of Trustees. This role requires discretion, exceptional judgement, strong organizational skills, initiative, responsiveness, and a commitment to the mission and values of Lyric Opera of Kansas City.

The Executive Assistant acts as principal liaison between the General Director & CEO, the Board of Trustees.

Accomplish the objectives of Lyric Opera of Kansas City

• Support the Company’s mission to make Lyric Opera of Kansas City indispensable to the public through transformational opera experiences and broad service which captures the hearts and minds of our communities.
• Strive to create a culture that emphasizes quality, continuous improvement, and high performance.
• Maintain and present a positive attitude with public, donors, and staff.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Executive Assistant

• Exemplary coordination of the operations of the Office of the General Director & CEO.
• Prepare presentations as requested.
• Maintain General Director & CEO calendar and schedule appointments.
• Coordinate telephone, correspondence, and mailings from the General Director & CEO.
• Schedule travel as requested.
• Represent oneself and the Office of the General Director & CEO with the highest level of

professionalism.

• Maintain strict confidentiality.
• Work on projects as assigned by the General Director & CEO.
• Support the planning and execution of special events/meetings as assigned.

Board Liaison

• Serve as the primary liaison between the General Director & CEO and the Board of Trustees.
• Timely and accurate management of:

o Schedules,

o Preparation and distribution of Board materials,

o Meeting coordination including notifications, food ordering, set up, and tear down,

o Preparation and distribution of meeting minutes

o Effective communication and documentation for Board activities.

o Board materials updates,

Other Responsibilities

• Achieve fluency with Tessitura.
• Maintain data integrity per Company standards.

This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of this position. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Required Competencies

• Demonstrate exemplary judgement, discretion, and the ability to handle sensitive information.
• Strong organizational, communication, and interpersonal skills.
• Meticulous attention to detail.
• High proficiency in Microsoft Office including Word, Excel, Outlook, and PowerPoint – including the ability to generate letters and labels through mail merge processes
• Highly skilled time manager.
• Strong interpersonal skills with the ability to interact professionally and diplomatically with all, including volunteers, in a highly public environment. Must exercise good judgment, discretion, and confidentiality as appropriate.
• Demonstrate the ability to be flexible and shift priorities as demands change.

Work Environment

This job operates in a professional office environment. This role is performed sitting at a desk, and routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets. While most work occurs in relation to a long-term plan, the Executive Assistant will be required to be flexible to changing priorities and additional projects that can require overtime.

Must have the ability to manage multiple short-term deadlines.

Physical Demands

A portion of the work is of a sedentary nature sitting at a desk, but filing and other duties are required. This will require the ability to lift files and boxes, move chairs and tables, open filing cabinets and bend or stand, as necessary.

Position Type and Expected Hours of Work

This is a full-time position. Days and hours are Monday through Friday, 9am to 5pm. Work may require attendance at performances and other Company events that are outside of regular operating hours.

Required Education and Experience

• Bachelor’s degree in business administration or a closely related field or equivalent work experience.
• 3-5 years of strong administrative experience – emphasis in executive support.
• Database experience a plus.
• Experience in a not-for-profit organization a plus.
• Experience with successful Board management.
• Experience with meeting minutes preparation

Job Summary

We are seeking an energetic and highly organized Executive Assistant and Board Liaison to support our senior leadership team and facilitate seamless communication between the executive office and our board members.

This pivotal role combines administrative excellence with strategic project coordination, ensuring that executive priorities are managed efficiently while fostering strong relationships with board stakeholders.

The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, technical proficiency, and a proactive approach to managing complex schedules and confidential information. This paid position offers an exciting opportunity to contribute to organizational success through dynamic administrative support and effective board engagement.

Duties

• Manage and coordinate the calendars of senior executives, including scheduling meetings, appointments, and business travel arrangements using tools such as Microsoft Outlook Calendar and Google Workspace.
• Serve as the primary point of contact for board members, facilitating communication, preparing agendas, and organizing meetings—both in-person and via video conferencing software.
• Assist with event planning for board meetings, retreats, and organizational events, handling logistics such as venue arrangements, catering, materials preparation, and follow-up communications.
• Provide comprehensive executive administrative support including typing correspondence, proofreading documents, transcription of notes, data entry, filing, and maintaining organized records.
• Handle sensitive information with the utmost confidentiality while managing internal communications across departments to ensure alignment on key initiatives.
• Support bookkeeping tasks using QuickBooks or similar accounting software; assist with invoicing, expense tracking, and financial documentation.
• Collaborate with C-suite executives on special projects by coordinating tasks across teams, tracking deadlines, and ensuring project milestones are met efficiently.
• Maintain office management duties such as overseeing multi-line phone systems, front desk responsibilities, office supply inventory, and general clerical support to ensure a productive work environment.

Qualifications

• Proven experience as an executive assistant or personal assistant supporting high-level executives in a professional setting.
• Strong organizational skills with the ability to manage multiple priorities simultaneously while maintaining attention to detail.
• Excellent written and verbal communication skills with professional phone etiquette and internal communication proficiency.
• Technical proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Gmail, Docs, Calendar), video conferencing software (Zoom or Teams), DocuSign for electronic signatures, and familiarity with productivity software for data entry and document management.
• Experience with event planning—including logistics coordination for meetings or organizational events—and project management tools is highly desirable.
• Ability to handle confidential information discreetly while demonstrating high levels of professionalism and integrity.
• Strong typing skills combined with experience in transcription and proofreading to produce polished documents swiftly.
• Knowledge of bookkeeping practices using QuickBooks or similar software; capable of managing invoices and expense reports accurately.
• Office management experience including handling multi-line phones, front desk duties, filing systems, and general clerical tasks to support daily operations effectively.

Join us in this vital role where your proactive approach will empower our leadership team’s success! Bring your exceptional organizational talents and technical expertise to foster efficient operations while building meaningful relationships across our organization’s leadership landscape.

Pay: $58,000.00 - $65,000.00 per year

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Work Location: In person