What are the responsibilities and job description for the Administrative Assistant position at West T. Hill Community Theatre?
Job Summary
The essential elements of the Administrative Assistant's role include providing support to the Artistic Director, the Board of Directors, and office visitors by handling a variety of office tasks, providing polite and professional assistance via phone, mail, and e-mail, maintaining records and files, making reservations or travel arrangements, and generally being a helpful and positive presence in order to ensure that all interactions between WTHCT and others are positive and productive.
Responsibilities
- Schedule, communicate and observe an active presence in the theatre office each week in order to provide face-to-face access by patrons, Board members and the community
-Regularly collect and sort USPS mail from PO Box and drop box outside the theatre office; reply/respond to notices and requests appropriately and in a timely manner; promptly forward donations and other monies to the Treasurer for deposit; approve and categorize bills for payment by the Treasurer
- Maintain an accurate patron database and utilize it to facilitate communications with donors and patrons as well as annual patron mailing and special requests for financial support.
-Collaborate with Artistic Director to ensure that play and musical royalty agreements and payments for each planned production are completed and scripts and music scores are ordered well before auditions are conducted
-Coordinate with play Directors for the timely design, preparation, printing and distribution of materials to support each production (e.g. posters, play bill, etc.) - -
-Coordinate the timely completion of details to provide travel reservations, housing arrangements and transportation leaders of summer camps. Arrange for advertising and assist with registration for camps and workshops; maintain accurate records of registrants, permission slips, contact information, and waiting lists; collect fees and forward to Treasurer
Qualifications
- Proven experience in an administrative role or similar position is preferred.
- Detail-oriented, organized, resourceful and flexible; ability to exercise diplomacy and confidentiality
-Computer literate with knowledge of Microsoft software , specifically Word, Excel and Outlook.
-Must possess good organizational skills, interpersonal skills, oral and written communication skills and time management skills
-Preferred: Past experience in and/or love of theatre and performance arts
Job Type: Part-time
Pay: From $10.00 per hour
Expected hours: 12 – 15 per week
Benefits:
- Flexible schedule
Schedule:
- 4 hour shift
- Day shift
Experience:
- Microsoft Excel: 1 year (Required)
- Time management: 1 year (Required)
- Administrative: 1 year (Required)
Language:
- English (Required)
Work Location: In person
Salary : $10