OFC Creations - Executive Assistant

Bene-Care • Rochester, NY

6d • $19 - $21 • Onsite

About The Position

OFC Creations is seeking a highly organized, proactive Executive Assistant to the Owner to support the Executive Director in a fast-paced, hands-on theater environment. This role blends high-level administrative support with on-the-ground operational and production involvement, requiring someone who can pivot quickly, manage details, and step in wherever needed. The ideal candidate is a strong communicator, problem solver, and self-starter who thrives in live theater operations and can balance clerical work with active, in-person support.

Requirements

• Excellent written and verbal communication skills (email management is critical)
• Ability to take direction while also problem-solving independently
• Strong computer and technical skills, including Microsoft Excel, Word, and related tools
• Ability to quickly learn and research new platforms such as JotForm, Canva, and other applications
• Strong organizational skills with attention to detail
• Ability to train and manage employees
• Calm, professional approach in a fast-paced, live-event environment
• Must be at least 18 years of age
• Valid driver's license and reliable vehicle required for errands and off-site support
• Ability to lift up to 50 lbs (or more with assistance)
• Flexible availability aligned with production schedules

Nice To Haves

• Prior experience as an Executive Assistant, Administrative Assistant, or similar role preferred
• Prior management or supervisory experience preferred
• Prior theater or live-event experience preferred but may be waived for the ideal candidate

Responsibilities

• Provide day-to-day administrative support to the Owner/Executive Director
• Manage email inboxes and written communications on behalf of leadership
• Schedule meetings, productions, events, and deliverables
• Take detailed meeting notes and distribute meeting minutes
• Follow up on action items, missing deliverables, and deadlines
• Manage educational rosters and internal documentation
• Create and maintain schedules for events, rehearsals, performances, show changeovers, and meetings
• Provide regular on-site support during student arrival for classes, rehearsals, and performances
• Assist with employee accountability, redirection, and retraining as needed
• Train and support employees on new processes, tools, and systems
• Research, evaluate, and implement new applications and workflows as directed
• Assist with productions as an operational resource or substitute as needed
• Support event setup and breakdown, including set load-ins, space setup, and cleaning
• Step in where needed during live events and performances
• Assist with packing, unpacking, and managing shipments
• Book travel and housing for out-of-town actors and employees
• Run errands, visit or support off-site locations, and assist with transportation needs as required

Benefits

• Be part of a mission-driven, community-focused theater organization
• Work closely with ownership and leadership in a high-impact role
• Gain hands-on experience across theater operations, production, and administration
• No two days are the same-this role offers variety, responsibility, and growth
• Ideal for someone who thrives in a dynamic, creative, and fast-moving environment

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed