Production Office Assistant

New York Shakespeare Festival•New York, NY

33d•$0 - $25•Onsite

About The Position

The Public Theater is seeking a part-time Production Office Assistant to join our dedicated, fast-paced Production Department. Based in the Production Administration Office, the Production Office Assistant provides administrative, financial, and logistical support for production activity across The Public.

Requirements

One year of administrative office experience or comparable experience.
An understanding of The Public Theater’s mission, strategies, and programming, including a commitment to cultural transformation and antiracism in the work and the workplace.
Ability to respond to changing circumstances quickly and with a positive attitude.
Strong analytical thinking, problem-solving, and attention to detail.
Excellent communication and organizational skills.
Working knowledge of Microsoft Office Suite, Concur, Airtable, and Lasso a plus.

Responsibilities

Enter and maintain data in the Concur financial tracking system.
Cross-track purchase orders from the Production PO system into the company’s general ledger.
Assist with building and maintaining schedules on the crew booking platform (Lasso).
Support Airtable functionality.
Track, onboard, and process payment for Designers, Assistant Designers, and the applicable unions.
File new-hire paperwork for Designers and Assistant Designers, submit payments and payment reports to USA829, and track Assistant Designer hours, reporting updates to Production Management.
Maintain and update the designer agreement template.
Liaise with Finance to reconcile payments and resolve any discrepancies related to designers.
Maintain and update designer documents, contacts, and agreements in the Production Admin SharePoint.
Book designer travel as needed.
Retrieve and sort mail, including pulling invoices for the Production Administration Office.
Collect and edit Playbill information and coordinate with Press to ensure production credits are reflected accurately in programs; work with the Senior Production Manager to confirm designer billing.
Run errands as needed, including ordering or picking up meals.
Process vendor ticket requests as needed.