Executive Assistant to the Artistic Directors

The Woodruff Arts Center • Provo, UT

32d

About The Position

Woodruff Arts Center employees play an integral role in creating and supporting great art and education initiatives at the nation’s third largest arts center. Comprised of three Art Partners—Alliance Theatre, Atlanta Symphony Orchestra and High Museum of Art—there’s a role for everyone at The Woodruff. The Executive Assistant to the Artistic Directors directly supports the Alliance Theatre Artistic Directors (ADs). Primary responsibilities include managing the ADs’ schedules and travel arrangements (90%) while also providing general administrative support for the Artistic department (10%). The position has a great impact on the experience of the theatre’s visiting artists and professionals and must maintain awareness of and connection to the office atmosphere as well as the schedules and initiatives of various departments. This position requires a professional demeanor, excellent communication skills, and strong organizational abilities, all handled with efficiency, confidence, and positivity.

Requirements

• Excellent organizational, written and oral communication, and time management skills are essential.
• Ability to proactively manage multiple calendars, schedules, and projects simultaneously with a positive and cooperative attitude.
• Understands and responds swiftly to both internal and external time pressures related to scheduling, rehearsals, performances, meetings, and events, and can prioritize accordingly.
• Communicates effectively and with a high level of professionalism when interacting with board members, artists, donors, C-suite executives, co-workers, patrons, community partners, civic and community leaders.
• Demonstrates high level of discretion in creative environments.
• Effective project management skills, demonstrating ability to anticipate meeting needs and deadlines.
• Comfort working within rehearsal and performance cycles.
• Ability to adapt quickly amid production changes.
• Self-directed, able to work, both independently and collaboratively as a team member, with minimal supervision.
• Ability to anticipate and solve practical problems efficiently and with utmost professionalism.
• Highly proficient in Microsoft Office (Word, Excel, PowerPoint).
• Maintains a hospitality mindset.
• Occasional evening and weekend availability required during performances and special events with flexibility during tech weeks and Opening Nights.

Nice To Haves

• Experience coordinating travel for high-profile guests (preferred).
• Experience in theater/performing arts welcome.

Responsibilities

• First point of contact with all visits, correspondence, and calls for ADs.
• Schedule and maintain calendars for ADs, making all necessary travel arrangements, including air travel and accommodations.
• Provide ADs with preparatory information for all meetings/engagements, including notes/talking points, contact information, maps, directions, etc.
• Prioritize, draft, and prepare correspondence for ADs, maintaining individual and institutional files on all AD contacts.
• Process monthly invoices and corporate credit cards for AD.
• Facilitate check requests, reimbursements and supply orders for ADs as needed.
• Collect agenda items and materials for weekly Artistic Staff meeting and any standing meetings with Board or Woodruff Arts Center leadership.
• Assist with artistic projects as assigned by the ADs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 101-250 employees