Management Assistant (Regular/Full-time)

Job Division: Alliance Theatre

Department: Administration – Alliance
Reports To: Director of Finance & Administration
FLSA: Exempt
Employment Status: Regular/Full-Time

The Alliance Theatre is committed to equity, diversity, and inclusion in all areas of our work, including play selection, casting, marketing and public relations efforts, education programs, recruitment of staff and volunteers, and the composition of the Board of Directors.

The Alliance Theatre is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, class, religion, country of origin, political belief, (dis)ability, age, gender identity, sexual orientation, protected veteran status, or any factor protected by law. Members of underrepresented groups are encouraged to apply.

The Management Assistant supports the daily administrative functions of the Alliance Theatre. The Assistant is heavily involved with interaction among the theatre’s staff, visiting artists and professionals, and monitors the efficiency of the office at all times. Their focus is on a variety of duties and responsibilities in executive assisting, office management, and company management. This position requires a professional demeanor, service oriented communication skills, and strong organizational abilities, all handled with efficiency, confidence, and cheerful disposition.

• Monday – Friday, 9:00am – 5:00pm; Evenings, Mornings, and Weekends as necessary

1. Specific to Artistic Director’s Office:
• First point of contact with all visits, correspondence and calls for Artistic Director (AD).
• Provide AD with preparatory information for all engagements, including notes, contact information, maps and directions, etc.
• Schedule and maintain AD’s calendar, making all necessary travel arrangements, including accommodations and air travel.
• Prioritize, draft and prepare correspondence for AD, maintaining individual and institutional files on all AD contacts.
• Process credit cards, check requests, and reimbursements for Artistic Director.
• Help AD with basic technological support, including computer and printer troubleshooting.
• Assist in coordinating with Artistic department and Special Events for scheduling and booking spaces and materials for readings, workshops, and meetings as needed.
• Assist with the Kenny Leon Internship, application, interview, and check-in process, along with the Casting & Community Engagement Associate, and act as communication point for inquiries and applicants.
• Assist with special projects as needed/assigned.

2. Office Management/ Administrative Support:
• Update and maintain the Alliance staff phone directory, daily mail and mailboxes, office signage, organizational chart, and other staff listings.
• Maintain office spaces in an organized, efficient and tidy manner (Kitchen, Conference rooms/Copy room/Supply rooms), including associated supplies Maintain displayed collateral. Contact and follow up on 4th Floor staff housekeeping, security and maintenance requests.
• Process new hire/intern user setups including office space, computers, phones, office supplies, badges, business cards, and orientation.
• Answer the general phone line and retrieve voice messages, greet guests, general hospitality.
• Assist Ticketing & Patron Services Manager to process comp orders and associated documents.
• Enter and maintain updated information for all artists/company members in Tessitura.
• Serves as Point Person for all Staff Ticket Giveaway Drawings.
• Assist with office catering orders as needed/assigned.
• Administrative tasks for Finance Director as needed.
• Assist with special projects as needed/assigned.

3. Company Management/Production Support
• Assist Company Manager in care and housing of visiting artists, including transportation, grocery runs, shipping needs, inquiry management, and medical visits. Will also be trained and must take responsibility of Workman’s Comp issues for Actors and Staff as needed (shared “On Call” availability is required for evenings and weekends).
• Assist Company Manager with processing contracts, payroll, and reimbursements for visiting artists. May be assigned to assist with travel arrangements and accommodations.
• May be assigned to assist production departments with project tasks as needed for a production.
• Request & deliver ID Badges for cast and creative team members.
• Clerical tasks, filing, copying, archiving projects.
• Schedule and coordinate closing performance toasts for Alliance, Hertz, and Family series productions.
• Assist with special projects as needed/assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience:
• One to three years of comparable experience.
• Strong computer skills, including MS Office products Knowledge of Tessitura (Woodruff CRM), Reserve (Woodruff scheduling system) and Adobe Suite is a plus.
• Must have a valid driver’s license and willing to drive Theatre’s company vehicles as necessary.

Skills and Abilities:
• Personable, outgoing, and well-spoken.
• Must be comfortable interfacing with numerous people on a daily basis.
• Detail oriented, able to handle several tasks simultaneously.

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Some standing, walking, bending, frequent use of hands, stooping and light lifting (at least 20 pounds) is needed.
• The noise level in the work environment is usually moderate.