Assistant Programming Manager

JACOBS PILLOW DANCE FESTIVAL INC•Becket, MA

1d•$23 - $28•Onsite

About The Position

Jacob’s Pillow seeks an Assistant Programming Manager to join the Programming Department and work closely with/report directly to the Programming Manager. The Assistant Programming Manager supports the logistics for advancing performances, events, and special projects. This includes oversight of all transportation arrangements, supporting housing coordination, hospitality, arranging complimentary tickets, and tracking data. The Assistant Programming Manager will assist in tracking the Programming Department’s annual budget, support special events, and help realize the logistical requirements for events associated with performance programming at the Pillow.

Requirements

2-4 years of related experience in hospitality, event coordination, company management, or arts administration.
Proven ability to manage multiple projects with precision and meet deadlines.
Experience with logistics planning including booking travel, accommodations, and providing hospitality.
Strong written and verbal communication skills, with experience in navigating and communicating with multiple cultural perspectives with diplomacy.
Comfortability in tracking budgets.
Proficiency in using productivity tools such as Google Suite and project management software.
A valid driver’s license, with a willingness to drive for work-related duties as necessary.
Willingness to respond to urgent needs outside of office hours and work nights/weekends as needed

Nice To Haves

Comfort and eligibility to drive a 12-passenger van (valid driver’s license required).
Multilingual skills are a plus.
Experience in event coordination and hospitality (catering, restaurant, or hotel services).
Experience in artist communications and coordination.
Knowledge of the dance and/or performing arts field.

Responsibilities

Operational Support Coordinate transportation services utilizing both Pillow employed drivers and external vendors including booking rental cars, airplane and train tickets, scheduling drivers, and managing the transportation calendar.
Coordinate on-campus housing requests for guests with the Housekeeping team and off-site housing booking with local hotels and rentals.
Create and distribute informational materials and welcome packets for artists, faculty, interns, and staff.
Assist with driving, running errands, and updating calendars as needed, requiring a valid driver’s license and comfortability to drive a 12-passenger van.
Complete required Adult/Child CPR and First Aid Training (provided to staff prior to the Festival) to be prepared for emergencies.
Act as an on-call contact for campus emergencies, working collaboratively with team members to address and resolve issues.
Budgeting & Administration Programming team lead on managing artist and guest experience feedback, data collection and analysis.
Assist in supporting departmental finances, including processing payments, filing receipts, and tracking the budget to ensure transparent financial oversight throughout the season.
Participate in weekly departmental meetings, providing updates, sharing insights, and listening for alignment across departments.
Maintain early and constant communication with the Programming Manager regarding the coordination of guest requirements and Jacob’s Pillow resources.
Offer general support to the Programming Department, contributing wherever needed to ensure smooth operations throughout the Festival.
Take on special projects as assigned in support of Programming Department goals.
Model best practices in hospitality, communication, and problem solving.
Artist, Scholar, and Guest Management Support the Programming Manager with all the logistics for Festival artists, scholars, curators, and guests for public Exhibits, Audience Engagement public programs, Community Engagement initiatives, and The School.
Ensure artists feel valued and supported, including overseeing their dietary needs, wellness support, and any special requirements.
Program & Event Production Provide assistance to the events team and support high-profile events as needed, ensuring all logistics are in place.
Assist in the planning, execution, and support of events, including late-night gatherings such as the Gala and Pride Party.
Support the seasonal setup and breakdown of the Festival’s performance spaces, studios, exhibition spaces, and temporary tents as the festival begins and ends.