Administrative Assistant

A respected organization is seeking a highly organized and proactive Administrative Assistant to provide administrative support to its Artistic Director. This individual will help keep daily operations organized and running smoothly by managing email communications, coordinating meetings, maintaining spreadsheets, and documenting meeting discussions. The ideal candidate is a professional, dependable self-starter who enjoys supporting leadership, takes initiative, and follows through on tasks in a collaborative, fast-paced arts environment.

Why Consider This Administrative Assistant Opportunity?

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• Gain exposure to the performing arts and live entertainment industry.
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• Work directly with organizational leadership on administrative priorities and projects.
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• Play an important role in supporting the creative and operational work behind the scenes.
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• Enjoy a consistent weekday schedule in a collaborative, mission-driven environment.
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Key Responsibilities of the Administrative Assistant:

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• Manage email communications, organize incoming requests, and help ensure timely follow-up on administrative priorities.
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• Maintain and update spreadsheets using Microsoft Excel and Google Sheets to track projects, schedules, deadlines, and other departmental information.
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• Coordinate meetings, manage calendars, schedule appointments, and communicate logistics to internal and external participants.
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• Attend meetings, take detailed notes, document action items, and follow up on outstanding tasks to keep projects moving forward.
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• Provide day-to-day administrative support to the Artistic Director, helping manage competing priorities and ensure important deadlines are met.
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• Assist with coordinating rehearsal schedules, artistic meetings, production timelines, and other activities related to theater programming.
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• Organize and maintain digital files, documents, correspondence, and other departmental records.
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• Prepare agendas, meeting materials, presentations, and other documents as needed.
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• Coordinate information and communications between leadership, staff, artists, production personnel, and other stakeholders as appropriate.
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• Assist with preparing and distributing internal updates, schedules, and other communications to keep team members informed.
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Qualifications of the Administrative Assistant:

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• Previous administrative or executive support experience is required.
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• Comfortable navigating Microsoft Excel and Google Sheets, including updating and maintaining spreadsheets.
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• Professional communication skills and a dependable, service-oriented approach.
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• Proactive, action-oriented mindset with a willingness to take ownership of assigned tasks and follow through.
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