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Position Title:  Administrative Coordinator

Reports to: Director of Administration & Development
Status: Part-Time, Exempt
Date: April 24, 2017

Position Overview

The Administrative Coordinator performs a full range of administrative and support duties for all departments of Kentucky Opera.  S/he will serve as travel and housing coordinator for seasonal staff, as a central resource for the Company, and will be the staff liaison for the Board of Directors, the Executive Committee, the Guild of Kentucky Opera, and volunteers.  This staff member is integrally involved in a wide variety of events, activities, ongoing programming/projects, and seasonal production duties.

Essential Duties and Responsibilities

  • Provide support staff duties for the Board of Directors and Executive Committee. This may include, but not be limited to, preparing and maintaining the Board of Directors manual; maintaining committee meeting schedules; sending meeting notices; attending meetings; taking minutes; facilitating all appropriate follow-up; interacting with the General Director, President, staff, and Board members; assisting with development of agendas and preparation of meeting materials; ordering lunches; and otherwise ensuring readiness for Board and Executive Committee meetings.
  • Act as staff liaison to the Guild of Kentucky Opera and the Young Professional Opera Patrons group.
  • Act as a resource for all departments of Kentucky Opera, and provide a wide range of administrative and support activities throughout the organization.
  • Assist with general development efforts including, but not limited to, donor cultivation efforts; development research; development projects; corporate funder targeting and cultivation; grant research and foundation targeting; preparation of grant and gift proposals to corporate, foundations, sponsors, and individuals; compilation of grant information and grant materials.
  • Assist with planning and execution of various Development campaigns including: the Annual Fund, Patrons’ Circle, Board Campaign, Major Donor Campaign, Holiday Card Mailing, and others.
  • Arrange travel, housing, and parking for all seasonal artists and production staff per contractual specifications. As needed, also arrange for their local transportation.
  • Work closely with department heads and other Kentucky Opera staff to plan and execute special events, projects, and outreach/engagement activities.
  • Organize and track mailings and guest reservations for special activities and donor/funder cultivation events throughout the year that include, but are not limited to Trustee events, Patrons’ Circle parties, Special VIP Preview Events, President’s Council dinners, meetings, breakfasts, phonathons, luncheons, educator outreach, Lunch & Listen broadcasts, and others.
  • During production periods, participate as a member of the centralized production support team.
  • Coordinate volunteer resources for Kentucky Opera including in-office and project support and management of volunteers for weekly charitable Bingo sessions.
  • Serve as a resource for the donor database, Raiser’s Edge, and for the ticketing and box office database, Tessitura.
  • Proofread letters, reports, proposals, contracts, and other draft written and print materials as needed.
  • Create in-house mailings and, when appropriate, coordinate outside mailing services.
  • Enter and maintain database information on donors, volunteers, and impact statistics for grants.
  • Oversee upkeep of office equipment, and ensure that office supplies are ordered as needed.
  • Perform other duties as assigned.

QUALIFICATIONS

Education and Experience

  • Bachelor’s degree is preferred.
  • 2 to 4 years of experience in an administrative or support capacity with a proven track record of success.
  • An equivalent combination of education and/or experience may be substituted for the required knowledge and skills.

Knowledge, Skills, and Abilities

  • This position requires a dynamic, energetic, strategic, and experienced professional with a broad skill set. The ability to work independently, exercise good judgment, think creatively, and take initiative is all vital to the position.  S/he must have a strong customer service orientation and highly developed organizational skills, as well as the ability to function effectively in a hands-on, collaborative environment.
  • Must be extremely reliable, with the ability to maintain a high level of confidentiality.
  • Must be able to prioritize and coordinate a diverse workload in a fast-paced work environment.
  • Excellent oral and written communication skills and high level business writing proficiency, as well as interpersonal, technical, and decision-making skills, are all essential characteristics.
  • Knowledge of prevailing office methods, procedures, equipment, and filing systems is required.
  • Proficiency in the usage of Raiser’s Edge fundraising software, Microsoft Word, Excel, PowerPoint, and Outlook are preferred. Experience with Microsoft Publisher or other similar software is a plus.
  • Must be able to prepare and process significant volumes of correspondence, materials, acknowledgements, invitations, and reports with limited assistance.
  • Must have a high degree of proficiency in the layout, editing, and proofreading of written and printed materials.
  • A passion and knowledge of the arts – particularly opera – is a plus.

Organizational Summary

Kentucky Opera (KO) is the only major professional opera company in Kentucky, reaching over 240,000 households annually.  We offer a robust, exciting opera season, as well as a variety of innovative outreach, engagement, and enrichment programs in a wide variety of locations.  Every opera production is produced locally, representing a unique collaboration among over 400 professionals, many from the local area.  Kentucky Opera’s mission is to engage as broad and diverse an audience as possible throughout Kentucky and the surrounding region.  Further, Kentucky Opera’s vision is to deliver a top quality, highly entertaining, accessible, socially interactive, and affordable cultural arts experiences to as many people as possible.  Strategically, everything Kentucky Opera does focuses on positioning the company as a regional and national leader in developing contemporary, innovative programming; reaching new and more diverse audiences; producing outreach and educational/ enrichment programs; and training the next generation of emerging American opera artists.  In 2016/17, Kentucky Opera partnered with over 50 community organizations, and that number will continue to grow significantly over the next year.

 

Additional Position Details

  • Position available immediately.
  • 20 to 24 hours per week; days and hours of work to be negotiated during the hiring process.
  • Salary commensurate with experience and qualifications.
  • Please email cover letter and resume to admin@kyopera.org. No calls please.

Position: Manager of Marketing and Corporate Partnerships 

Reports To: General Director, as a key member of the management team

Classification: Full-time, exempt

Position Overview
A new position, the manager of marketing and corporate partnerships will work closely with the general director as a key member of the management team. Primarily, s/he will develop and lead new marketing strategies while expanding the corporate partnership program. The position will be highly visible throughout the community as we increase our local and statewide presence. Kentucky Opera operates on a $2.2 million dollar annual budget, presenting three main stage operas at the Brown Theatre and a growing number of concerts, special events, and fundraisers.

Responsibilities

Marketing

  • Oversee ticket sales with a goal to increase them to 25% of annual budgeted revenue.
  • Create (and budget) content for print and online publications and solicitations, direct marketing, OperaBill, and the website.
  • Develop, implement, and/or grow existing and new marketing strategies.
  • Establish partnerships within the community that will help to build new audiences.
  • Oversee the box office, press releases, customer relations, and public relations.
  • Oversee social media planning and content with our social media consultant.
  • Coordinate analytical systems with the box office.

With General Director:

  • Plan and manage the website overhaul and rebranding of Kentucky Opera to strengthen local and statewide awareness.
  • Lead the annual marketing and ticket sales budget, timelines and strategies (season tickets, single, group, and student) with benchmarks and goals.
  • Other marketing duties as assigned.

Corporate Partnerships

  • Target, cultivate, and obtain corporate sponsors in keeping with budget goals to be established by the general director.
  • Analyze existing corporate relationships and create and execute a growth plan, including timelines and benchmarks.
  • Lead corporate partnership strategies, systems, timelines, and projects.
  • Partner with board members to broaden existing corporate relationships and create new ones.
  • Attend performances, patron functions, special and high-profile events.

With General Director:

  • Plan, budget, and manage strategies and goals for corporate partnerships.
  • Foster an integrated approach to corporate partnerships as they relate to other departments, systems, timelines, and staff.
  • Prepare proposals and presentations, as well as direct solicitations.
  • Other corporate partnership duties as assigned.

 

Required Qualifications

  • Bachelor’s degree required.
  • 3 to 5 years experience in marketing and/or fundraising, preferably in the non-profit community.
  • Working knowledge of the performing arts, preferably opera.
  • Experience in creating and managing departmental budgets and project management.
  • Working knowledge of Microsoft Office Suite, Tessitura, and general familiarity with HTML and graphic design.
  • Savviness with various forms of social media.
  • Excellent interpersonal, verbal, and written communication skills, with an editorial eye.
  • Ability to maintain tactful discretion and confidentiality as it pertains to donors, board members, staff and the public.
  • Ability to think strategically and creatively while fostering a sense of teamwork.
  • Collaborative spirit.

 

Personal Characteristics

This position seeks a dynamic, strategic, and energetic individual with a variety of skills. A passion and knowledge of the arts – particularly opera – is highly valued. Individuals with more experience or specialization in one field versus the other are encouraged to apply, especially those seeking to broaden their experience in a hands-on, collaborative environment.

 

Organizational Summary

Kentucky Opera (KO) is the only major professional opera company in Kentucky, reaching over 240,000 households annually.  We offer a robust, exciting opera season, as well as a variety of innovative outreach, engagement, and enrichment programs in a wide variety of locations.  Every opera production is produced locally, representing a unique collaboration among over 400 professionals, many from the local area.  Kentucky Opera’s mission is to engage as broad and diverse an audience as possible throughout Kentucky and the surrounding region.  Further, Kentucky Opera’s vision is to deliver a top quality, highly entertaining, accessible, socially interactive, and affordable cultural arts experiences to as many people as possible.  Strategically, everything Kentucky Opera does focuses on positioning the company as a regional and national leader in developing contemporary, innovative programming; reaching new and more diverse audiences; producing outreach and educational/ enrichment programs; and training the next generation of emerging American opera artists.  In 2016/17, Kentucky Opera partnered with over 50 community organizations, and that number will continue to grow significantly over the next year.

 

Additional Position Details

  • Position is available June 15, 2017.
  • Position requires evening and weekend obligations during the opera season, and at other occasional times throughout the year.
  • Salary commensurate with experience and qualifications.
  • Benefits include paid vacation, plus medical insurance, dental insurance, vision insurance, life insurance, flexible spending account, and simple IRA with employer matching.
  • Please email a cover letter and resume to admin@kyopera.org, with “Manager of Marketing and Corporate Partnerships” in the Subject line.