Head of Community Logistics

Position: Head of Community Logistics

Reports to: General Manager

Supervising Seasonally: Housing Manager; Travel & Transportation Manager; and Hospitality & Logistics Assistant

BACKGROUND 

Weston Theater Company creates theater to engage, entertain, and inspire our ever-expanding community. For 88 years, Weston has presented adventurous, enlivening dramatic and musical productions performed by established and emerging professional theater artists. The company is regarded by audiences and critics alike for producing at a consistently high level and is staking its claim as an important institutional force in the development of new theatrical work. 

Weston’s primary public activities take place during the height of the summer and fall tourist season, when the town’s 500-person population soars as second-home owners take up seasonal residence in Vermont. Weston’s subscription season of plays, musicals, and cabarets runs from June-October. With the addition of its new building, Walker Farm, in 2017, the company now has a year-round presence that includes a combination of community activities, artistic projects, and developmental programs. These include a winter music series and a new works program that brings artists such as Jenny Giering, Adam Gwon, Joe Iconis, and Kit Yan to Weston in the off-season.

OVERVIEW:

The Head of Community Logistics plays a central role in Weston Theater Company’s year-round operations, managing all aspects of hospitality, housing, transportation, and company management logistics. This individual is responsible for overseeing the experience of artists in residence, seasonal staff, and the maintenance of the company’s residential properties, ensuring a smooth and welcoming environment for all.

During the peak summer season, the Head of Community Logistics will lead and collaborate with a team that includes the Housing Manager and Travel & Transportation Manager, coordinating the arrival and well-being of 30 seasonal staff and 60 visiting artists and performers. This role requires a high level of interpersonal skill, attention to detail, and a strong commitment to fostering a supportive, inclusive atmosphere and sense of community.

The Head of Community Logistics will help create a safe, comfortable, and collaborative environment for all company members, working closely with both year-round and seasonal staff. A passion for theater and an ability to thrive in a remote, rural setting are essential. This individual will be a dedicated advocate for Weston Theater Company, ensuring that all logistical and hospitality needs are met with care and efficiency.

WTC is located in rural southern Vermont. Having an appreciation for nature and a quiet, small-town vibe is essential. What we lack in population density, public transportation, and urban conveniences is offset by the beauty of 400,000 acres of national forests, lakes, quintessential general stores, and a caring community.

Responsibilities include, but are not limited to:

General:

• Budget Management: Oversee the department budget, track all Hospitality & Logistics expenses and ensure timely submission of receipts;
• Artist & Staff Experience: Manage the care and hospitality of all visiting artists and staff, ensuring a positive experience both during the season and at off-season events;
• Volunteer Coordination: Organize and support a dynamic team of community volunteers for tech dinners, company events, and other gatherings;
• Property Maintenance: Supervise the upkeep of the company’s residential properties, working closely with a part-time facilities manager and the Director of Production and Operations to ensure timely cleanings and maintenance;
• Supervisory: Lead the seasonal Hospitality & Logistics team (3-4 members), manage schedules, track hours in the scheduling system, and oversee a rotating on-call schedule;
• Contract Support: Assist General Management with drafting, executing, and tracking contracts, ensuring all negotiated terms are fulfilled;
• Company & Safety Management: Serve as the year-round Company Manager and Covid Safety Manager until seasonal support staff arrive. Support General Manager with accident reports as appropriate. Support production with upkeep of first aid kits in all spaces;
• Community Partnerships: Collaborate with local businesses and partners to secure discounts for gym memberships, local services, and other community resources.

Hospitality & Communications

• Artist & Staff Onboarding: Collaborate with General Manager and Director of Production & Operations to welcome and onboard all guest artists and seasonal staff, including arrival orientations and first day of rehearsal welcomes;
• Records & Materials: Maintain and update contact sheets, distribution lists, and welcome materials, including information on local entertainment, recreation, and medical resources;
• Event Planning & Coordination: Plan, organize, and manage a variety of company and community events, including welcome dinners, company meals, tech dinners, company cookouts, fun days, and support for opening and closing celebrations. Coordinate volunteer support of company events and serve as central liaison for volunteers and volunteer activities;
• Urgent Needs Support: In collaboration with the seasonal Hospitality & Logistics team, act as a point of contact for urgent needs, providing assistance to seasonal staff, Young Company members, and visiting artists.

Housing & Facilities

• Property Oversight: Oversee the care, use, and maintenance of Weston’s four owned houses, ensuring their suitability for staff and artist accommodations;
• Maintain an updated inventory of housing supplies and manage regular maintenance schedules for all residential properties;
• Serve as the main point of contact for Vacasa (vacation rental management) to rent WTC houses in the off-season;
• Hiring and supervising local cleaning professionals, coordinate and schedule routine cleanings for Walker Farm Theater, the Administrative Office, and WTC houses, ensuring properties remain in excellent condition.
• Rental Property Management: Find, book, and manage 7-12 rental properties each summer for approximately 100 individuals, ensuring all accommodations are suitable and meet company needs;
• Manage the company’s housing assignments, creating a detailed "housing puzzle" to ensure that all company members are appropriately housed;
• Assist the General Manager in executing rental property leases and serve as the primary point of contact for landlords until the arrival of the seasonal Housing Manager;
• Confirm residency dates and conduct property walkthroughs at the beginning and end of the season, carefully documenting the condition and contents of rented properties before and after company occupancy;
• Work with the seasonal Housing Manager to ensure timely end-of-season checkouts and turnovers, overseeing cleaning and preparation for future occupancy;
• Coordinate with cleaning crews to ensure safe and sanitary conditions for all company members throughout the summer;
• Ensure that timely garbage, recycling and compost collection is taking place;
• Supplies & Inventory Management: Collaborate with the Company Administrator to order and manage building supplies and inventories for all properties.

Transportation

Overall, note that this position involves providing and scheduling significant amounts of driving, including to and from train stations and airports that are up to 80 miles away;

• Travel Coordination: Arrange and purchase travel for all visiting artists to Weston year-round. During peak summer season, supervise the Travel & Transportation Manager with:
• Arranging and purchasing travel for all actors, directors, and designers in accordance with union agreements; ensuring safe and timely transportation to and from Weston, coordinating and scheduling drivers;
• Ensuring daily shuttle transportation for all AEA, Young Company members, staff, and designers to rehearsals and performance calls;
• Coordinating essential functions transportation for actors, staff, and Young Company members such as grocery runs, laundromat visits, etc;
• Managing and submitting all travel, baggage, mileage, and shipping reimbursements to General Manager;
• Vehicle Management: Book rental cars, manage the use and availability of company vehicles, and enforce vehicle sign-out policies and procedures.

PREFERRED REQUIREMENTS:

• Exceptional communication skills, both written and verbal, delivering clear messaging;
• Highly organized, including strong budgeting skills;
• Excellent interpersonal skills, including being a strong listener and patient individual;
• Previous logistics management and/or hospitality experience, preferably with a summer theater schedule is a plus;
• Collaborative and consistent work ethic with the ability to maintain and exude pleasant, calm demeanor under intense schedules, and workloads;
• Adaptable and flexible; strong problem-solving skills;
• Ability to be professional and maintain confidential information;
• Interest in mentoring and training up-and-coming theater professionals, particularly Hospitality Managers;
• Interest in taking care of others, including willingness to respond effectively and appropriately to emergency needs;
• Knowledge of and respect for adhering to industry and OSHA standard safety practices;
• Valid driver's license with clean driving record; comfortable driving rented vehicles, including Mini-van and cargo van, for long periods of time;
• Knowledge of AEA, USA, and SDC rules regarding travel and housing;
• Ability to thrive in rural area with very limited cell service.

COMPENSATION 

This is a year-round, full-time position with evening and weekend hours, particularly during the peak summer season. Salary is $55,000 commensurate with experience, and includes generous benefits including health insurance, PTO, and paid holidays. Housing available during relocating transition if needed.

Start date: Winter 2025

Hiring Schedule: Interviews will begin in early January

Weston Theater Company is proud to be an Equal Opportunity Employer. We strongly encourage applicants from historically marginalized communities. WTC recognizes that historic institutional practices have led to an exclusionary and harmful environment for members of these communities, and is actively working to become a more diverse, anti-racist, inclusive organization. We acknowledge and welcome the complexity of the work ahead.

Full vaccinations for staff, creative team, and artists are mandatory for employment, as is adherence to all COVID-19 safety protocols. Proof of vaccination will be required upon first day of work.

To apply, send cover letter, resume, and three references to hiring@westontheater.org. Please put “Head of Community Logistics ” in the subject line.

Job Types: Full-time, Part-time

Pay: From $55,000.00 per year

Expected hours: 40 – 60 per week

Benefits:

• Health insurance
• Paid time off

Schedule:

• 10 hour shift
• 4 hour shift
• 8 hour shift
• Day shift
• Evening shift
• Morning shift
• Weekends as needed

Work Location: In person

Salary : $55,000