Provide executive assistance to SVP Programming & Artist Relations / GM Grand Ole Opry. Serve as administrator of the Opry Trust Fund.
Professionally, efficiently and accurately communicate and collaborate with both internal teams and external partners including all OEG departments, RHP departments, Nashville business and entertainment industry contacts, concert partners, facility rental clients and vendors.
Schedule meetings, conferences, appointments and trips. Book & coordinate all travel logistics. Manage and update SVP calendar. Assist with coordination of venue calendars.
Produce, edit & distribute documents including composing letters & memos, creating presentations and compiling reports.
Coordinate logistics surrounding meetings and events. Attend meetings and work on-site events as needed. Create agendas, record meeting notes, follow up on action items and keep SVP informed of progress.
Screen, prioritize and direct incoming calls; assist caller whenever possible and take accurate messages when necessary. Read, research, summarize and route incoming correspondence; respond and/or ensure proper follow up.
Administer Opry Trust Fund. Process incoming financial aid requests, verify need and expenses, check references, obtain proper approvals, make financial aid payments, prepare case files and reports. Maintain relationships with MusiCares, ACM Lifting Lives and Music Health Alliance, as well as each beneficiary. Receive and record donations made, prepare “thank you / tax” letters. Monitor tickets sales for annual Living Legends event and accounting post event. Prepare agenda and reports for annual board meeting. Provide reports and information for annual audits and financial statements.
Manage industry database, ensuring that robust contact information is kept up-to-date.
Manage VIP ticket requests in cooperation with Opry House and Ryman Box Office.
Process expense reports and assist with the creation and reconciliation of other financial documents and reports.
Ensure that cards/gifts/acknowledgements are sent externally and internally in a timely manner.
Organize and maintain files and records – both electronic and paper.
Coordinate supervise and complete special projects.
Perform other duties as assigned.
Bachelor’s Degree or equivalent additional experience required
Minimum 6 years of experience in an administrative role, preferably in an entertainment or event business
Knowledge, Skills & Abilities
High degree of accuracy, superior attention to detail and strong organizational skills are essential
Working knowledge of the various facets of the music industry preferred
Must be able to handle confidential matters with discretion
Superior skills with Access, Power Point, Excel, WORD, and Power Point
Excellent verbal and written communication skills
Ability to handle multiple tasks simultaneously with differing deadlines
This position requires a pre-employment drug screening