Careers
Executive Assistant
JOB PURPOSE
The Executive Assistant and Board Liaison positon is responsible for performing a variety of administrative and support tasks, conserving and facilitating the effective use of the Senior Executive team’s (Executive Director and Artistic Director) time, and exercising discretion and independent judgement to ensure the smooth and efficient operation of the office of Executive Management and The Board of Directors. The Executive Assistant exercises a wide degree of creativity and latitude to effectively perform the duties of the position.
DUTIES AND RESPONSIBILITIES
• Performs administrative duties on behalf of the ED and AD including: managing incoming/outgoing mail, fielding calls, schedule management, supply orders, credit card reconciliation, addressing IT issues, travel arrangements, file and binder maintenance.
• Maintains and distributes various reports on daily, weekly and/or monthly basis.
• Records minutes of various meetings and distributes as required.
• Assists with the preparation of materials required for Board meetings (coordinating the process for dissemination with the Governing Board Chair and AD and ED.
• Maintains records of all Board meetings including the agenda, minutes and attachments
• Serves as liaison and support to the Board of Directors
QUALIFICATIONS
• 3+ years administrative assistant experience with executive/senior management teams; Bachelor’s degree in business administration, communications or related fields viewed favorably
• Experience in Non-Profit and/or Musical Theatre/Fine Arts organizations preferred
• Excellent knowledge of Microsoft Office and related applications
• Professional phone etiquette
• Strong interpersonal skills to effectively communicate with staff, board members and community leaders.
• Impeccable organization skills and ability to handle confidential and sensitive correspondence
• Ability to communicate effectively and persuasively in oral and written communication on an interpersonal or group level.
• Ability to listen effectively to assist staff and volunteers in identifying and resolving challenges.
• Ability to manage multiple priorities to ensure work is completed in a timely and productive manner.
• Ability to work in a fast-paced environment and maintain a sound perspective, essential for maintaining healthy relationships with co-workers.
• A positive attitude and an earnest interest in providing good customer service
• Exemplary attention to detail and accuracy.
• Strong commitment to diversity and inclusion.
• Ability and commitment to working with diverse groups in terms of gender expression, race, sexual orientation, religion, ability, age, class and immigrant status.
Please send your resume and cover letter to: Recruiting@tuts.com
Coordinator, Development
JOB PURPOSE
The Development Coordinator provides administrative support to the Development team, with additional support to the Manager of Special Events and Manager of Individual Giving. Theatre Under The Stars (TUTS) creates, organizes, and hosts more than 40 large and small-scale events each year to raise funds for TUTS programs and to provide stewardship for donors. The position encompasses support for development event and volunteer coordination, donor acknowledgement, budget tracking, database reporting and other administrative duties.
DUTIES AND RESPONSIBILITIES
• Provide administrative support for the Development department in the planning, administration and execution of special events and patron event activities
• Assist in the creation and maintenance of development event information and individual giving communications
• Maintain records for event-related budgets; track and report revenues and expenditures; prepare monthly expense reports
• Handle the coordination and confirmation of event details for Patron Clubs and the Leading Ladies including, but not limited to: invitations, reservations, décor, catering, etc.
• Assist with planning/execution of the Tommy Tunes Awards Reception
• Assist with coordination and organization of silent auction items for all special events
• Assist Development staff with event-related stewardship materials including designing/purchasing/arranging donor packets, special donor gifts and assist in the delivery of such items as needed
• Coordinate Donor Records system updates with all pertinent donor information relating to special events and individual giving
• Update Tessitura with event invitation list promotions and track responses
• Handle inquiries and calls from event attendees and annual fund donors
• Other duties as assigned.
QUALIFICATIONS
• Undergraduate degree in a related field with experience in fund-raising, public relations, communications, journalism or related area with an understanding of not for profit organizations.
• Experience in a non -profit performing arts organization a plus
• 2 + years’ experience with events management
• In addition to working outside of standard business hours, night and weekend work is often required
• Experience using a donor management software (Tessitura a plus)
• Strong organizational skills and attention to detail
• Excellent verbal and written communications skills
• Creative and strategic thinker, with the ability to be proactive and take initiative
• Ability to listen effectively to assist staff in identifying and resolving challenges.
• Ability to manage multiple priorities to ensure work is completed in a timely and productive manner.
• Ability to work in a fast-paced environment and maintain a sound perspective, essential for maintaining healthy relationships with co-workers.
• Ability to work effectively with a variety of people in various settings.
• A positive attitude and an earnest interest in the arts and in providing good customer service
• Proficiency in MS Office products, including Word and Excel.
• Ability to maintain confidentiality.
• Strong commitment to diversity and inclusion.
• Ability and commitment to working with diverse groups in terms of gender expression, race, sexual orientation, religion, ability, age, class and immigrant status
Please send your resume and cover letter to: Recruiting@tuts.com
General Manager
JOB PURPOSE
The General Manager provides management support for key areas of Theatre Under The Stars operations. In partnership with the Executive Director and Artistic Director; this position works holistically and collaboratively with all departments across the organization. Additionally, the General Manager guides the Company Management and Production departments and has strong coordination with Information Technology and Services.
DUTIES AND RESPONSIBILITIES
• Create, develop, maintain and track a variety of complex budgets that contribute to fiscal health of the theater. Key participant in the season planning process.
• Manage and negotiate contracts with actors, directors, designers, choreographers, composers and other artistic staff within union regulations and established budgets.
• Maintain a thorough knowledge of the work rules for the five represented unions: AEA, SDC, USA, IATSE, AFM
• Serve as a point of contact for labor/management and contractual questions from staff.
• Negotiate royalties and production licenses for produced plays.
• Manage, negotiate and execute intellectual property contracts between Theatre Under The Stars and authors, composers, orchestrators, and lyricists.
• Negotiate contracts for international, national, and local presenting companies and co-producing partners within established budgets, union regulations, and parameters of the presenting space.
• Serve as the point of contact in the management of outside producers, presenters, promoters and visiting national and international companies.
• Manage the flow of information for outside presentations among the Production, Artistic, Education, Marketing and Development departments.
• Foster and support safety management efforts and work with HR to develop protocols and procedures for the staff.
• Hire, supervise, train and manage staff through coaching, mentorship, performance meetings and ongoing feedback. Involve HR on performance issues as needed.
• Assist the Executive Director in strategic projects and analysis.
• Other duties as assigned.
QUALIFICATIONS
• A minimum of five years of experience in theater, education and/or arts administration in a leadership role.
• Knowledge of theater and the ability to articulate and professionally represent Theatre Under The Stars for presenters and the general public.
• Ability to think strategically and execute with attention to detail.
• Ability to manage multiple priorities.
• Excellent leadership and organizational skills.
• Ability to foster and maintain positive relationships with colleagues, corporate professionals, artists, teachers, community partners, volunteers and the general public.
• Demonstrated ability to manage organizational budgets.
• Strong proficiency with the Microsoft Office Suite.
• Ability to communicate effectively and persuasively in oral and written communication on both an interpersonal and group level.
• Strong commitment to equity, diversity and inclusion in all its forms.
• Experience, ability and commitment to working with diverse groups in terms of gender expression, race, sexual orientation, religion, ability, age, class and immigrant status.
• Ability to exercise professional discretion and confidentiality.
• Occasional travel necessary.
• Ability to work evenings and weekends as necessary.
Please send your resume and cover letter to: Recruiting@tuts.com
