Assistant Company Manager

Description

• Coordinate on-campus housing requests for guests with the Housekeeping team. 
• Coordinate transportation services utilizing both Pillow employed drivers and external vendors. 
• Ensure artists and Pillow guests receive a warm welcome and they are well-cared for throughout their visit. 
• Support and file contracts for artists, ensuring accuracy and compliance in all agreements ahead of the festival season.
• Support all logistical aspects of advancing the companies. 
• Create, maintain, and distribute informational materials for artists, providing them with necessary resources and schedules upon arrival.
• Ensure artists feel valued and supported, including overseeing their dietary needs, wellness support, and any special requirements.
• Collaborate with the Health Care Coordinator to arrange wellness support for artists, including transportation to healthcare services as needed.
• Act as an on-call contact for campus emergencies, working collaboratively with team members to address and resolve issues.
• Cultivate and maintain positive relationships between artists/companies and Pillow departments, ensuring a welcoming and supportive experience before, during, and after performances.
• Supervise interns by offering guidance and ensuring the successful completion of their tasks concerning artist and performance logistics.
• Provide assistance to the events team and support high-profile events as needed, ensuring all logistics are in place.
• Participate in weekly departmental meetings, providing updates, sharing insights, and ensuring alignment across departments.
• Assist in the planning, execution, and support of events, including late-night gatherings such as the All Styles Dance Battle and Pride Party.
• Assist in supporting departmental finances, including processing payments, filing receipts, and tracking the budget to ensure transparent financial oversight throughout the season.
• Support the seasonal setup and breakdown of the Festival’s performance spaces, studios, exhibition spaces, and temporary tents as the festival begins and ends.
• Assist with driving, running errands, and updating calendars as needed, requiring a valid driver’s license and eligibility to drive a 12-passenger van.
• Complete required Adult/Child CPR and First Aid Training (provided to staff prior to the Festival) to be prepared for emergencies.
• Offer general support to the Programming Department, contributing wherever needed to ensure smooth operations throughout the Festival
• Maintain early and constant communication with the Producing Director regarding the coordination of Artist company management requirements and Jacob’s Pillow resources.
• Take on special projects as assigned.

Qualifications

• 2-5 years of related experience in coordination, hospitality, event management, company management, or arts administration.
• Proven ability to manage multiple projects with precision and meet deadlines.
• Experience with logistics planning including booking travel, accommodations, and providing hospitality. 
• Strong written and verbal communication skills, with experience in navigating and communicating with multiple cultural perspectives with diplomacy.
• Experience in tracking budgets. 
• Proficiency in using productivity tools such as Google Suite and project management software.
• A valid driver’s license, with a willingness to drive for work-related duties as necessary.
• Willingness to respond to urgent needs outside of office hours and work nights/weekends as needed

• Comfort and eligibility to drive a 12-passenger van (valid driver’s license required).
• Multilingual skills are a plus. 
• Experience in event coordination and hospitality (catering, restaurant, or hotel services).
• Experience in artist communications and coordination. 
• Knowledge of the dance and/or performing arts field.

• Committed to a culture of continuous learning and growth, with a focus on advancing Inclusion, Diversity, Equity, Accessibility, and Belonging efforts, while fostering a welcoming, equitable, and supportive environment where everyone feels valued.
• High proficiency in analytical and empathetic problem-solving, including conflict resolution, negotiation, and mediation.
• Ability to work adaptively and collaboratively across interdepartmental working styles.
• Passion for mentoring and supporting interns.
• A positive, upbeat attitude with the ability to maintain composure, flexibility, and a sense of humor in a fast-paced, dynamic environment.

• Office setting: Remaining in a stationary position for extended periods of time, moving within the office space as necessary. Shared working space with others in close proximity. 
• Working long hours with frequent interruptions.
• Working regularly outdoors in all weather conditions, including inclement weather.
• Working regularly in wooded areas with exposure to native wildlife, including, but not limited to, rodents, ticks, and mosquitos.
• Lift up to 25 pounds and move objects across campus, with or without assistance, such as tables, chairs, and event supplies. 
• Ability to work evenings, select late nights, and weekends.
• Shared responsibility of On-Call phone for campus emergencies.

Salary : $900 - $1,100