Job Details
Level: Experienced
Job Location: ACT Offices & Studios - San Francisco, CA
Position Type: Full Time
Salary Range: $64,480.00 - $66,000.00
Job Category: Executive
Description
ABOUT A.C.T.
American Conservatory Theater is an essential gathering place that brings artists and communities together to inspire and provoke. Under the leadership of Artistic Director Pam MacKinnon and Executive Director Jennifer Bielstein, A.C.T.’s mission is to engage the spirit of the San Francisco Bay Area, activate stories that resonate, promote a diversity of voices and points of view, and empower theater makers and audiences to celebrate liveness. A.C.T. values inclusion, transformational learning, participation, and rigorous fun. A.C.T. is a Tony Award–winning nonprofit theater serving almost 200,000 people in the San Francisco Bay Area annually through theater, training, and education and community programs.
POSITION DESCRIPTION: The Executive Assistant provides administrative support to the Executive Director (ED) and Artistic Director (AD) anticipating needs, managing the daytoday administrative workflow, prioritizing various projects, including scheduling, contact management, preparing materials for meetings (including Board meetings), and participating in a wide range of special projects.
Qualifications & Qualities
- Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
- Alignment with A.C.T.’s Mission, Values and commitment to Equity, Diversity, and Inclusion.
- Represent the offices of the Executive and Artistic Directors in an inclusive, welcoming, and helpful manner.
- Manage executives’ calendars, including making appointments and prioritizing the most sensitive matters.
- Coordinate all aspects of meetings (agendas, location, catering if needed) providing relevant details and materials to all participants, and prepare executives with any necessary materials or information in advance of meetings, events, speaking engagements or projects requiring their participation.
- Provide administrative assistance, such as email management, writing and editing emails and other correspondence and presentations on the executive’s behalf.
- Schedule, make agendas for, and take minutes at meetings including senior management meetings and artistic department meetings.
- Schedule Board meetings, compile and distribute materials for each meeting. Maintain centralized documents and calendars regarding the Board of Trustees. Provide clear and timely communication to Trustees regarding meetings, A.C.T. news, programming and events.
- Greet trustees and visitors for on-site meetings.
- Organize company meetings, including scheduling, sending reminders, and other logistics as necessary.
- Manage information flow in a timely and accurate manner. Create internal and external communications including weekly all-company updates. Maintain internal reference documents and resources.
- Attend meetings on executive’s behalf as needed and take notes.
- Make travel and accommodation arrangements and prepare itineraries.
- Process expenses and credit card bills.
- Other duties as assigned.
Qualifications
Required/Minimum Qualifications or Basic Qualifications:
- Demonstrated skill in understanding of cultural differences.
- Ability to cultivate and develop inclusive and equitable working relationships with A.C.T. colleagues and stakeholders.
- Bachelors degree or equivalent combination of education and work experience.
- 3 years of executive administrative experience.
- Proven organization and time management skills to complete a high volume of varied responsibilities in a fast-paced setting with excellent attention to detail. Belief that no task is too big or too small. Consistent follow-up on varied projects.
- Extremely effective written and verbal communication skills, including the ability to speak with all levels of the organization.
- Skill in writing, proof-reading and editing to send out error-free communication.
- Proficient with Zoom, Tessitura, and all MS Office applications including Outlook and Sharepoint. Strong technology skills.
- Excellent relationship builder; able to demonstrate a high level of tact, discretion and diplomacy. Must also demonstrate ability to maintain confidential/sensitive information.
- Ability to work well independently, anticipate needs, take initiative, and creatively solve problems.
- Ability to work well with a diverse population and a variety of work styles. Flexibility and ability to easily adapt to change.
- Interest in the arts strongly preferred but at minimum a curiosity about theater is appreciated. Willingness to work alongside contemporary works of art and performances which present challenging and provocative subject matter.
- Alignment with A.C.T.’s Mission, Vaues and commitment to Equity, Diversity, and Inclusion.
- Ability to work in person and remotely.
Benefits:
- Medical, Dental, and Vision coverage, and Flexible Spending Account
- Long Term Disability, Life/AD&D, and Supplemental Life Insurance
- Retirement Savings Plan 403(b), Commuter and Parking Benefits
- Employee Assistance Program (EAP), Financial Counseling and additional discounts and training opportunities
- Holidays (12 per year), paid time off (PTO), and access to discounts for theatrical training and free tickets to our performance
*A.C.T. requires all employees to be fully vaccinated. Medical and Religious exemptions will need to be approved by Human Resources.
An Equal Opportunity Employer
Diversity makes us stronger. A.C.T. is committed to diversity in its programming and creating an inclusive work culture and environment. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.