Job Summary:

To manage patron/donor/volunteer databases, assist in managing theatre calendar, develop and maintain monthly reporting, manage office operations, supervise box office staff, and serve as administrative support for executive director, director of development/education, technical director, and board of directors.

Key Duties and Responsibilities:

Maintaining daily office services by organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; and coordinating clerical functions.
Assisting in processing ticket and membership purchases, as well as registrations for educational workshops, classes and other special events.
Developing and maintaining a computerized patron, donor and volunteer database.
Planning and executing direct mail campaigns to agreed budgets and timelines.
Responding to and following up on inquires by mail, e-mail, telephone, fax and personal visits.
Maintaining office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Coordinating human resource functions with support of board of directors relating to benefits, time off, and development and maintenance of personnel policies and procedures.
Providing historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
Managing inventory of office supplies and equipment and providing purchasing functions for other items as needed as directed by the Executive Director.
Assisting in development of content for social media outlets (Facebook, YouTube, Twitter), e newsletters, press releases, playbills and website content. Other Duties as assigned including, but not limited to the following items:
Coordinating staff meetings.
Assisting Executive Director and Director of Education with special projects as required.
Researching grant and foundation funding possibilities for the theatre.
Coordinating volunteers and staffing for special events.
Fielding facility rental inquires and preparing event rental proposals and event rental contracts.
Performing light, day-to-day bookkeeping tasks, including processing payroll, cutting checks, and entering simple transactions into QuickBooks.
Coordinating and sharing financial data with the outside accounting firm responsible for end-of-month details and general bookkeeping.

Personal Profile Personality :

Self-driven, results-oriented with a positive outlook, and a clear focus on high quality and operating within budgetary constraints. A natural forward planner who critically assesses own performance. Reliable, tolerant, and determined. Flexible to work beyond stated office hours as needed including nights and weekends as required. Adaptable and resourceful and willing to respond to new challenges while utilizing experience, responsibility and accountability. Able to get along with others and be a team-player.

Communication skills:

Must have professional demeanor and presence, and have excellent face-to-face and telephone communication skills. Should be mature, credible, and comfortable in dealing with patrons, business partners, members of the board of directors, internal staff, and volunteers.

Computer skills:

Must be adept in use of MS Office 2000 or later, particularly Excel and Word, Outlook, PowerPoint and ideally Access or similar database to basic level, Internet and email. Proficiency with QuickBooks is a plus, but not required. Familiarity with social media promotion management also a plus (i.e. Facebook, Twitter, YouTube).

Education/ Background Requirements:

Two years experience in office management or related field, or a minimum of an associate degree in accounting, business or related field beneficial to the operation of an arts non-profit, or a combination of both. Non-profit experience preferred, but not required.

Management Ability:

Internal staff management responsibility including managing box office and recruiting volunteers. Some people-management skills, experience and natural ability will be useful.

Pay:

From $36,000.00 per year

Benefits:

Flexible schedule Paid time off

Work Location:

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