Executive Assistant

Position Title: Executive Assistant

Location: Solvang Theaterfest

Pay Range: $21-$25 per hour, DOE

Job Description:

The Executive Assistant plays a critical role in the Theaterfest leadership team, assisting the Executive Director with carrying out the mission of the Solvang Theaterfest and with the operation and maintenance of SFT and its administrative office. This role involves overseeing various functions, with strong support from the Executive Director (ED) and Assistant Director (AD) to ensure tasks are completed efficiently and on time.

Primary Responsibilities:

Assistant to the Executive Director:

• Provide ongoing support to the Executive Director with event planning, theater and office maintenance, and mailings/correspondence.
• Monitor and process incoming inquiries via phone and online sources.
• Coordinate with the ED and AD to prioritize and manage tasks effectively.

Program Management:

• Manage the Star Patron Program in coordination with PCPA personnel.
• Handle data input in the CRM donor management program (Neon CRM).

Event Support:

• Coordinate logistics for various events, ensuring smooth execution with assistance from the ED and AD.
• FOH support for Theaterfest-produced concerts and other performances.
• Collaborate with attendees to address needs and ensure a positive experience.  

Box Office Duties:

• Process ticket sales and handle refunds.
• Address customer inquiries and provide Q&A support.
• Monitor ticket sales and provide reports as needed.
• Ensure accurate and timely event listings on the Arts People Ticketing Site.

Office Duties:

• Assist in grant writing and researching funding opportunities.
• Manage paperwork, documentation, and administrative tasks efficiently.
• Handle office communications, including emails and phone inquiries.
• Provide general support for the day-to-day functioning of the office.
• Update and maintain social media platforms with engaging content.

Website Management:

• Collaborate with the ED, AD to maintain the Theaterfest website.
• Ensure accuracy and timeliness of website content.

Marketing and Promotion:

• Develop and execute marketing campaigns with a focus on ticket sales.
• Utilize social media and other platforms for event promotion.
• Create posters, flyers, marketing ads, and other promotional materials.
• Distribute marketing materials locally and digitally.
• Actively promote events by attending relevant events and engagements.

Qualifications:

• Previous experience in event coordination or office administration is preferred.
• Strong organizational and multitasking skills.
• Excellent communication skills, both written and verbal.
• Proficiency in social media platforms and digital marketing tools.
• Ability to work independently and as part of a team.
• Creative and detail-oriented with a passion for the arts.

Additional Information:

While this role covers various functions of the Theaterfest team, the Executive Assistant will have the support of the Executive Director and Assistant Director to ensure strong performances and successful event execution.