Executive Assistant

Overview

The Executive Assistant (XA) serves as a critical extension of the Executive Director (XD) at the historic Woodland Opera House. This multifaceted role combines high-level executive support with marketing and development responsibilities. The ideal candidate will demonstrate exceptional professionalism, discretion, and administrative acumen while supporting the Executive Director in advancing the organization's mission through both operational and promotional initiatives. This part-time position (25 hours per week) offers the opportunity to engage with all aspects of performing arts management while providing essential support to leadership of a respected cultural institution.

Key Responsibilities

Executive Support

• Serve as the primary administrative liaison for the Executive Director, managing communications, calendar, and priorities with exceptional attention to detail
• Maintain strict confidentiality regarding sensitive organizational matters, board communications, and strategic discussions
• Represent the Executive Director's office professionally in all interactions with staff, board members, donors, and community partners
• Ensure all communication flows appropriately through established channels, directing inquiries and requests to the Executive Director as required
• Attend meetings as the Executive Director's representative when appropriate

Marketing & Communications

• Execute marketing strategies for productions and events under the Executive Director's guidance
• Develop and manage social media content and engagement according to organizational priorities
• Create compelling content for newsletters, playbills, press releases, and other promotional materials
• Maintain the organization's website with current information about productions, events, and initiatives
• Support consistent branding across all communication channels
• Assist with design and production of marketing collateral as needed

Development & Donor Relations

• Support donor stewardship activities, including personalized communications and acknowledgments
• Assist with grant research, writing, and reporting processes under the Executive Director's guidance
• Help maintain accurate donor records and generate reports from the CRM system
• Support fundraising initiatives and campaigns, including BDOG and End of Year appeals
• Assist in identifying and cultivating potential donors and underwriting partners
• Prepare donor-related materials for the Executive Director's meetings and events

Event Coordination

• Lead the planning and execution of Opening Night Receptions and other special events
• Manage logistics, guest lists, and communication for donor and community events
• Coordinate with vendors, volunteers, and staff to ensure successful event execution
• Create welcoming environments that reflect the Woodland Opera House's standards of excellence

Administrative Management

• Work according to a consistent schedule established by the Executive Director to ensure optimal operational support
• Prepare comprehensive meeting materials, documentation, and follow-up action items for the Executive Director
• Serve as a trusted gatekeeper for the Executive Director, managing access and prioritizing demands on their
• time
• Maintain meticulous records and filing systems that adhere to organizational standards
• Execute administrative processes with precision and reliability

Qualifications

• Demonstrated experience in administrative support, preferably in a performing arts or nonprofit environment
• Demonstrated experience with marketing, social media management, and promotional writing
• Experience in donor relations, event planning, or development preferred
• History of maintaining confidentiality and exercising excellent judgment
• Exceptional interpersonal skills and emotional intelligence
• Strong organizational abilities with meticulous attention to detail
• Outstanding written and verbal communication skills with ability to craft compelling content
• Ability to adapt communication style to various audiences and situations
• Proven reliability and commitment to consistent performance
• Proficiency in Microsoft Office Suite, social media platforms, and willingness to learn theater-specific software

Personal Attributes for Success

• Uncompromising integrity and commitment to professional ethics
• Ability to maintain appropriate boundaries and navigate complex interpersonal dynamics
• Demonstrates initiative while respecting established protocols and chain of command
• Capacity to handle pressure with grace and maintain composure in challenging situations
• Creative problem-solving approach with strong attention to detail
• Adapts quickly to changing priorities while maintaining focus on critical objectives

Work Environment & Schedule

• Part-time position (25 hours per week) with a fixed, consistent schedule determined by the Executive Director
• Availability during standard business hours is required, with occasional evening or weekend work during
• performances, receptions, or special events
• In-person position in Woodland, CA

Compensation

• Pay range: $25-$30 per hour, commensurate with experience and qualifications
• Opportunity to develop comprehensive professional skills in performing arts management
• To apply, please submit a resume, cover letter detailing your relevant experience, and three professional references to executivedirector@woodlandoperahouse.org. The Woodland Opera House is an equal opportunity employer.