Administrative Skills, Analysis Skills, Billing, Book Design, Communication Skills, Data Entry, Detail Oriented, Employee Orientation, Finance, Financial Systems, General Ledger Accounting, Mail Processing, Microsoft Office, Microsoft SharePoint, Operational Support, Organizational Skills, Payment Processing, Problem Solving Skills, Production Management, Production Support, Production Systems, Purchase Orders, Reconciliation, Theater, Willing to Travel
Production Office Assistant Part Time Hourly, Available Immediately
The Public Theater is seeking a part-time Production Office Assistant to join our dedicated, fast-paced Production Department. Based in the Production Administration Office, the Production Office Assistant provides administrative, financial, and logistical support for production activity across The Public.
Responsibilities:
- Enter and maintain data in the Concur financial tracking system.
- Cross-track purchase orders from the Production PO system into the company's general ledger.
- Assist with building and maintaining schedules on the crew booking platform (Lasso).
- Support Airtable functionality.
Support Production Management with the drafting of designer agreements, including:
- Track, onboard, and process payment for Designers, Assistant Designers, and the applicable unions.
- File new-hire paperwork for Designers and Assistant Designers, submit payments and payment reports to USA829, and track Assistant Designer hours, reporting updates to Production Management.
- Maintain and update the designer agreement template.
- Liaise with Finance to reconcile payments and resolve any discrepancies related to designers.
- Maintain and update designer documents, contacts, and agreements in the Production Admin SharePoint.
- Book designer travel as needed.
Support general office operations, including:
- Retrieve and sort mail, including pulling invoices for the Production Administration Office.
- Collect and edit Playbill information and coordinate with Press to ensure production credits are reflected accurately in programs; work with the Senior Production Manager to confirm designer billing.
- Run errands as needed, including ordering or picking up meals.
- Process vendor ticket requests as needed.
Additional responsibilities as necessary.
Requirements:
- One year of administrative office experience or comparable experience.
- An understanding of The Public Theater's mission, strategies, and programming, including a commitment to cultural transformation and antiracism in the work and the workplace.
- Ability to respond to changing circumstances quickly and with a positive attitude.
- Strong analytical thinking, problem-solving, and attention to detail.
- Excellent communication and organizational skills.
- Working knowledge of Microsoft Office Suite, Concur, Airtable, and Lasso a plus.
Compensation:
This position is part-time, with an hourly rate of $24.93.
The standard schedule is approximately 20 + hours per week, with the potential to increase based on seasonal demand.
This is a non-exempt position under the Fair Labor Standards Act.
The position is available immediately.
The Public is committed to creating a diverse and inclusive environment and is committed to being an equal opportunity employer. Applicants from populations underrepresented in the theater field are strongly encouraged to apply. All qualified applications will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, familial status, sexual orientation, national origin, ability, age, or veteran status.