Administrative Manager

2 weeks ago

Houston, United States Houston Grand Opera Association Inc Full time

**Job Highlights**

The Administrative Manager provides executive, administrative and operational support to the Director of Community & Learning (“Director”) and general administrative support to Associate Directors, utilizing strong written and verbal communication, administrative, and organizational skills while maintaining a realistic balance among multiple priorities. The Administrative Manager models HGO’s commitment to cross-functional collaboration to ensure the department goals and organization mission are achieved and will collaborate with members of the Community & Learning team and colleagues across all departments, exercising good judgement in a wide variety of situations. The Administrative Manager serves as a primary point of contact for internal and external constituencies on matters pertaining to Community & Learning, as well as a liaison with board and committee members, donors, and external partners.

This position supervises the Program Coordinator, Administration (“PCA”).

**Join Us**

We are looking for talented, passionate, dedicated people who are eager to make contributions to our community and our mission.

**About the Houston Grand Opera**

The mission of HGO is to enrich our diverse community through the art of opera. We do so by creating, curating, exploring, and producing outstanding experiences centered around the human voice. HGO has received a Tony Award, two Grammy Awards, and three Emmy Awards - we are the only opera company in the world to win all three honors.

Our strategic focus is two-fold: creating profoundly enriching experiences for our diverse audiences and clearly defining and positively promoting the HGO brand.

We are passionate about building and sustaining an inclusive and equitable working environment for all company members. We believe every team member enriches our diversity by exposing a broad range of ways to understand and engage our community and discover, design, and deliver enriching experiences.

**Compensation and Benefits**
- Comprehensive and affordable health benefits, including medical, dental, and vision insurance; a high-deductible healthcare plan with an employer funded health savings account; a flexible savings account; an employee assistance program; and employer-paid life, short term disability and long-term disability insurance
- Generous paid time off including vacation, wellness, parental leave, and scheduled and flexible holidays
- 403b retirement plan with employer match
- Flexible work schedule
- Hybrid work environment
- Professional development fund and opportunities
- Discounted parking in the Theater District garage and nearby lots plus easy access to Metro transportation
- Free tickets to our mainstage and community productions and events

**Key Responsibilities**

**EXECUTIVE**
- Facilitate effective and efficient communication between the Director, other leadership, staff, and external stakeholders.
- Represent the Director in meetings and communications with both internal and external stakeholders.
- Manage the Director’s priorities and ensure that key deadlines are met.
- Coordinate and prepare for meetings, including creating agendas and taking detailed notes.
- Manage internal and external C&L communications.
- Perform additional duties as assigned by the Director.

**ADMINISTRATIVE**
- Develop, oversee, and recommend improvements to department-wide policies and procedures, in collaboration with other HGO departments.
- Lead department compliance with organizational regulations and best practices.
- Collaborate with the Business Intelligence team, Patron Services teams, and PCA to ensure C&L data is maintained to HGO data governance standards. Participate in data governance initiatives as appropriate.
- Collaborate with the Business Intelligence team and PCA to develop, prepare, and distribute reports, dashboards, and benchmarking that support the Director and leadership assessments of programs and business decisions.
- Maintain multi-year C&L calendar.
- Provide administrative support to department members as needed.
- Manage calendar of PR & Marketing deadlines in collaboration with C&L and other department colleagues.

**FINANCIAL**
- Oversee key financial processes related to independent contractor agreements, payroll, vendor invoices, partner payments, and employee expense and credit card reports.
- Manage the C&L budget including preparing initial budget and quarterly budget forecasts; generating periodic budget reports; reviewing data for errors or inconsistencies; monitoring program expenses, earned revenue, and contributed revenue; and generating departmental and project-based reports as needed.

**OPERATIONAL**
- Collaborate with C&L colleagues and across departments to coordinate all event logistics, including venue selection, catering, decorations, entertainment, activations, security lists, ticketing, transportation, printed assets, photography, audio visual, transportation, accommodations, equip

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