This position will be responsible for providing project and administrative support to the Vice President & Executive Producer of Theater. The position requires an individual who will represent the Center in a professional and congenial manner in person, on the phone and in written correspondence. The duties will be administrative and project-based and include meeting coordination; organizing and compiling meeting materials; calendar oversight; preparing reports and correspondence; scheduling travel; invoice processing; handling information requests; assisting with departmental projects; approving marketing materials; coordinating show grosses and box office wrap reports; drafting written PR materials for VP; and organizing and maintaining department records.
This position requires an individual with strong professional and communication skills in order to liaise effectively with the VP of Theater, as well as senior management, executive assistants, high-profile agents and artists, and other VIPs, as well as with third party vendors. The individual also should be proactive and self-motivated and able to prioritize multiple projects in a fast-paced environment and make decisions independently.
Duties & Responsibilities
25% Manages the VP’s calendar and ensures that the VP is well-informed of upcoming events and commitments, the VP’s schedule is maintained, and internal and external constituents are provided with access as required or are appropriately referred to other members of the Theater team and/or members of the Center’s leadership team.
20% Coordinates all forms of communications between VP and agents, managers, talent, and creative teams for all produced and presented shows.
15% Researches and drafts written materials for the VP’s completion, creating professional-level materials that require minimal editing prior to presentation.
15% Maintains notes and records for all VP producing projects; anticipates next steps and takes the initiative to move projects forward.
15% Handles travel arrangements (domestic and international) for the VP and processes all corresponding expense reports and credit card bills.
10% Assists in the day-to-day operations of the Theater department, including general administrative tasks such as billing, shipping, and ordering supplies and materials.
