Executive Assistant to The Executive Artistic Director

Job Title: Executive Assistant to the Executive Artistic Director
Department: Administrative
Reports To: Executive Artistic Director
FLSA Status: Hourly, Non-Exempt
Schedule: In person with remote opportunities during the off-season
 
SUMMARY:
Ogunquit Playhouse seeks a highly organized and motivated Executive Assistant to provide year-round executive level administrative support and attention to day-to-day operations and special projects for the Executive Artistic Director (EAD). This individual will play a key role in the support of senior leadership and artistic production. Qualified individuals will support the goals of the organization and the EAD by providing a positive and collaborative attitude, impeccable attention to detail, and strong problem solving and project management skills.
ESSENTIAL RESPONSIBILITIES:
 
Administrative

• Manage Executive Artistic Director’s (EAD) calendar with respect to meeting requests, rehearsals/readings/performance attendance, community outreach and other internal and external commitments
• Facilitate all correspondence including monitoring and responding to emails, telephone calls and emails that do not have to be directly addressed by the EAD
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• Ensure EAD office adheres to deadlines for all written correspondence, to include but not limited to: letters of recommendation, press releases, donor correspondence, statements, important emails
• Prepare the weekly curtain speech schedule highlighting VIPs and members attendance at each show
• Prepare reimbursement spreadsheets, reconcile credit card charges, manage receipts, and ensure proper coding for each purchase
• Coordinate EAD notes and communications for Board relations
• Prepare and update appropriate bios for the EAD when participating on panels, workshops, forums or for mainstage and new works readings
• Ensure the smooth operation of the office, including filing, organization, updating and distribution of documents, and that flow of information in and out of the department is prompt, clear and concise
• Collaborate with the New Works Associate to assist with research as it relates to EAD correspondence for potential titles and other projects
• Monitor changes in regards to future programming to ensure EAD’s communication around future seasons is timely and accurate
• Ensure that time sensitive documents are accessible to EAD and Producing Director when they are offsite
• Confirm housing, travel, and external meeting arrangements (including local, NYC based and international) per business needs
• Assist with preparation of meeting/ travel materials as necessary
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• Manage the purchase of gifts for staff, board, and top cast members for special occasions, opening nights, etc.
• Participate in trainings and serve on internal committees as required
• Provide support for tasks and assignments across the scope of the department per business needs
• Special Projects
• Handle registration for NAMT Spring and Fall conferences and coordinate speaking engagements; confirm details for guests and VIPs attending the New Works Festival
• Participate in new works initiatives including reading scripts, in-house readings and external events
• Assist EAD and New Works Associate with all necessary communication regarding new works and provide digital samples when requested
• Complete and submit Tony Award ticket application and follow through as needed
• Coordinate all industry VIP hospitality
• Arrange VIP tickets to Playhouse productions and confirm seating needs for visitors and guests of the EAD
• Assist visiting producers, creatives and investors with directions, accommodations, dining options, and special requests
• Assist with setup/hospitality needs for donors and VIPs onsite experience, utilizing the Executive Artistic Director’s office space appropriately as meetings and events require
• Lead all Playhouse archive projects and initiatives, including end of season permanent records
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• Log and track national and international productions and tours, and make arrangements as necessary, to include ticket purchases and coordinating with other theatre producers
• Maintain the Christmas Card, industry VIP and other related lists in Tessitura database
• Coordinate special events in collaboration with other departments as needed
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  QUALIFICATIONS:
• 2-5 years of administrative experience
• Ability to manage heavy scheduling and a complex calendar
• Excellent organizational skills and able to prioritize deadline driven work
• Strong initiative and autonomy in approach to handling day to day operations
• Curious, with the desire to learn, and takes a proactive and resourceful approach to problem solving
• Effective project and time management skills
• Effective communication skills (writing, speaking, and listening)
• Solid experience with office management software and systems: MS Office (Outlook, Word, Excel, and PowerPoint), Google Suite (Drive, Sheets, Docs, etc.), Apple and IOS products
• Interest in learning new systems to keep the Executive office efficient and up to date on new technology and systems including but not limited to video conferencing, cloud storage, administrative/organization tools
• Experience providing executive level support regarding confidential company information as appropriate
• Passionate about the arts and nonprofit work (nice to have)
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• Strong interested and connection to the Ogunquit area and the seacoast (nice to have)
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  To apply please email our Human Resources Manager, Brittany Pusateri at bpusateri@ogunquitplayhouse.org.