Management Assistant

The Woodruff Arts Center•Provo, UT

13d

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. Reports to: Controller and Head of Administration FLSA: United States of America (Exempt) Employment Status: Regular/Full time The Management Assistant’s primary role is to support the daily administrative functions of the Alliance Theatre (AT) Administrative Offices. The focus is on a variety of duties and responsibilities in administrative assistance and office management. Responsibilities include managing calendar, expense reports, and other tasks for the Managing Director (MD), maintaining shared administrative spaces, and general administrative support for the theatre. This position requires a professional demeanor, service-oriented communication skills, and strong organizational abilities, all handled with efficiency, confidence, and positivity.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed are representative of the knowledge, skill and/or ability required.
Excellent organizational, written and oral communication, and time management skills are essential.
Experience with calendar and schedule management.
Understands and responds swiftly to both internal and external time pressures related to scheduling, rehearsals, performances, meetings, and events.
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.
Ability to handle sensitive information with discretion.
Effective project management skills, demonstrating ability to anticipate meeting needs and deadlines.
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).
Knowledge of office management systems, procedures, and office equipment.
Ability to use various software and learn new skills/technologies as needed.

Nice To Haves

Experience in theater/performing arts welcome.

Responsibilities

EXECUTIVE SUPPORT TO MANAGING LEADERSHIP First point of contact with all visits, correspondence, and calls for MD.
Schedule and maintain MD’s calendar, making all necessary travel arrangements, including air travel and accommodations.
Provide MD with preparatory information for all meetings/engagements, including notes/talking points, contact information, maps, directions, etc.
Prioritize, draft, and prepare correspondence for MD, maintaining individual and institutional files on all MD contacts.
Process monthly invoices and corporate credit cards for MD.
Facilitate check requests and reimbursements as needed.
Collect agenda items and materials for weekly Senior Staff meeting and any standing meetings with Board or Woodruff Arts Center leadership.
Assist with special projects as needed/assigned.
OFFICE MANAGEMENT/ADMINISTRATIVE SUPPORT Maintain office, kitchen supply and first aid inventories.
Maintain office spaces in an organized, efficient, and tidy manner (kitchen, conference rooms, copy room, supply rooms, and common spaces).
Contact and follow up on 4th floor staff housekeeping, security, IT, and maintenance requests.
Place supply orders for general AT use and individual departments; process payments of the same.
Update and maintain the AT staff phone directory, mailboxes, and office signage including staff photo boards; maintain the AT organizational chart, 4th floor office floorplan, and Employee Name List.
Sort and distribute daily mail.
Assist with onboarding of AT administrative new hires.
Greet visitors and provide general hospitality.
Assist with office catering orders as needed.
Coordinate set-up/execution of company meetings.
Manage AT 4th floor conference room calendars.
Assist with coordination/execution of Opening Night After Parties and other events as needed/assigned.
Provide general administrative support for 4th floor as needed.