Artistic Administrative Assistant

Description

Artistic Administrative Assistant

Department: Artistic

Grade Range/Job Status: Full-Time Non-Exempt-Hourly

Reporting Relationship: Director of Education & Engagement

Supervisory Responsibilities: None

Typical Schedule: The typical schedule for this position will be Monday – Friday, 9 am to 5 pm, but will vary based on the dynamic schedule of the theater and will require occasional evening and weekend availability. 

Position Summary

The Artistic Department Assistant provides administrative and logistical support to the efficient operation of the Artistic Department and the Education & Engagement team. Supports the artistic team through a variety of tasks related to organization, communication and coordination. The Artistic area of the Guthrie includes the Senior Artistic Producer, Associate Producer, Education & Engagement team, Casting, and Literary. All employees are expected to center, model and champion the Guthrie’s core values of Artistic Excellence; Community; Diversity, Equity, Inclusion and Accessibility; and Fiscal Responsibility.

Primary Duties and Responsibilities

1. Programs and Engagement

• Assist in building and maintaining classes and events in Tessitura.
• Manage and maintain space reservations, classroom spaces, and equipment.
• Ensure payment of Community Partners and Artists and assist in their contracting and scheduling.
• Assist in implementing community and student appreciation programs and incentives.
• Welcome community partners, Teaching Artists, and students to the Guthrie. Greet and assist program participants and      visitors as needed.
• Support social media, digital content, and documentation efforts.

2. Artistic Team Support

• Assist Casting Director with auditions, as needed.
• Support administrative work for the Dramaturgy team.
• Create Look Books for each season production and Guthrie Actors Lab.
• Support Senior Artistic Producer as needed.
• Handle scheduling, data entry, and general administrative support for the Artistic department.

3. Student Matinees (SMATS) and Summer Youth Experiences

• Communicate SMAT details and logistics with key Guthrie staff and departments to ensure a successful and smooth      experience.
• Assist in contracting and scheduling Teaching Artists and Presenters.
• Support assigned Teaching Artist cohorts in the development of student engagement activities including pre- and post- play      presentations, in school curriculum, play guides and virtual engagement opportunities.
• Oversee day-of event logistics including set up, pre- and post-play coordination, and take down.
• Assist in building and maintaining programs in Tessitura.
• Oversee check in and checkout each day of summer camp.
• Act as the point of contact for all camp-related activities as the camps are underway.

4. Administration

• Manage and update program and department calendars.
• Coordinate and support travel arrangements for program recruitment.
• Assist with internal coordination, supply management, and meeting prep. 
• Reconcile department credit cards statements.
• Maintain knowledge of all security and emergency procedures.
• Assist Education and Engagement with any additional projects and events; provide on-site support.
• Contribute to developing ongoing initiatives that reflect the Artistic Department’s mission and vision.
• Foster a work environment incorporating the Guthrie values of Artistic Excellence; Community; Diversity, Equity, Inclusion,      and Accessibility; and Fiscal Responsibility.

Requirements

Essential Knowledge and Qualifications 

• Prior administrative experience supporting and coordinating for multiple stakeholders within a department in a dynamic environment. Appreciates the nuances between constituents.
• Can understand, develop and maintain logistical systems to manage information and plans.
• Proficient knowledge of Microsoft Word, Excel, Outlook.
• Experience working with and entering data in a CRM or database.
• Experience with writing, proof-reading and editing to send out error-free communication.
• Presents a professional demeanor when interacting with guests, students and colleagues. 
• Demonstrated experience managing multiple priorities and maintaining composure/diplomacy during stressful situations.
• Can make independent decisions; exercise appropriate judgment and maintain confidentiality as needed.
• Knowledge of and experience using and troubleshooting office equipment (printers, scanners, projectors, etc.). 
• Must be willing and able to work occasional evenings and weekends, reflective of the dynamic schedule of the theater.
• Experience with and commitment to working with individuals and teams that exemplify diversity of identity, experience, and perspective, including but not limited to race, color, gender, gender identity, gender expression, age, family and/or marital status, creed, religion, ancestry, disability, national origin, sexual orientation or sexual identity, veteran status, genetic information, pregnancy, body size/type, status with regard to public assistance or any other basis protected by federal, state or local law.