Special Assistant, Artistic Programs

Folger Shakespeare Library

3d•$70,000 - $72,000•Onsite

About The Position

The Folger Shakespeare Library, located on Capitol Hill in Washington, DC, is seeking a Special Assistant to join our Artistic Programs team. This individual, under the supervision of the Artistic Director/Director of Artistic Programs, provides direct support to the Director of AP and administrative and project support for the department. The Special Assistant plays a critical role in keeping the department’s work running smoothly through managing calendars and communications, coordinating projects and events, and serving as the information nucleus for the department. The Assistant will develop positive working relationships across the Folger and engage regularly with external stakeholders. The Assistant will also conduct research on topics related to programming and departmental projects and support special projects as they arise. This position is ideal for someone who thrives in a dynamic and busy environment and is energized by the opportunity to support the day-to-day activities around innovative programs that connect audiences with Shakespeare and the arts and humanities. The strongest candidates will have experience at a performing arts venue or theatre, with the instincts and understanding of this world to step in seamlessly. They will be proactive, anticipating needs, taking initiative, and solving problems before they arise. They will handle sensitive information with discretion, communicate clearly and professionally at all levels, and stay organized and detail-oriented even as priorities shift. Above all, the Special Assistant will represent the Director of AP and the Folger with confidence and professionalism, building trust in every interaction.

Requirements

Bachelor’s degree or equivalent experience, with an emphasis on communication and writing.
5+ years of experience in an administrative capacity is required.
Experience in arts administration, theater, community engagement, cultural institutions or non-profits required.
Prior experience supporting a C-suite/executive employee, preferably in a non-profit or similar institution.
Demonstrated experience working with individuals from a wide range of backgrounds and diverse experiences.
Proven experience in project management and budget tracking.
Experience supporting scheduling, preparation, and dissemination of internal and external communications and presentations.
Prior roles should show a history of responsibility over projects, tasks, and relationships.
Strong project management and organizational skills that reflect the ability to perform and prioritize multiple tasks with excellent attention to detail.
Excellent written and verbal communication skills.
Can-do attitude with demonstrated ability to perform in a fast-paced, deadline-driven environment.
Outstanding interpersonal skills with the ability to build strong relationships with a diverse range of stakeholders, including staff and external partners.
Ability to perform well both with independent initiatives and as part of a closely woven team that prioritizes collaboration.
Strong judgement and problem-solving skills with the ability to anticipate approaching problems and establish plans for future success.
Ability to maintain strict confidentiality and exercise discretion when handling sensitive information.
High attention to detail and strong record-keeping abilities.
Basic financial tracking or accounting skills required.
Strong computer literacy with proficiency in Microsoft Office and Google Suite.
Ability to develop and manage complex schedules, optimizing executive time through prioritizing tasks and minimizing conflicts.
Ability to work at a computer for an extended period of time, with accuracy.
Willingness and capacity to work in an office environment at a workstation, and to come and go repeatedly throughout the day as is necessary, to perform various responsibilities.
Capacity to communicate, in person using video, phone, or electronic communication methods, which can be understood by others.

Nice To Haves

Knowledge of tools such as AirTable, Slack, Canva, and Tessitura is a plus.

Responsibilities

Oversees day-to-day office operations and administrative support for the Artistic Programs division, serving as the primary point of contact for the department and tracking ongoing activities and priorities.
Manages and prioritizes emails, including reading, drafting, and responding to emails on behalf of the Director of Artistic Programs (AP) and relevant working groups.
Maintains appointment calendars and supports scheduling for the Director of AP and department, ensuring clear purpose and strategic use of time.
Prepares agenda, minutes, and supporting materials and presentations for meetings and events; oversees relating planning and execution.
Supports Director of Artistic Programs in preparation for meetings by conducting research, synthesizing information, and assisting with drafting reports, board materials, and meeting documentation.
Tracks and maintains departmental reservations, ensuring all AP events are entered and updated in the institutional calendar via Artifax.
Assists with printing, delivery services, and scanning documents.
Procures and replenishes office and hospitality supplies; coordinates catering and food/beverage orders for meetings and events as needed.
Arranges travel as needed.
Maintains institutional filing systems, both paper and electronic.
Processes check requests, logs invoices, verifies procurement card transactions and reimbursements, and prepares monthly expense reports for Director of AP.
Monitors Artistic Program division’s actual spending against approved budgets and updates departmental budget forecasts.
Maintains and uploads content to internal wiki and external website as needed.
Takes on additional special assignments in support of Director of AP and department.
Coordinates special events in partnership with Production, Marketing, Development and Visitor Experience, and the Office of the Director, including but not limited to gifts, catering, hospitality, cards and invitations for Opening Night, Closing Night, Invited Dress Rehearsal, Consort, and Poetry events and receptions.
Assists with first rehearsal and opening night preparations, including preparing documents, ordering and packaging gifts, and assisting with day-of activities.
Attends and supports Season Planning and Artistic Programs team meetings.
Attends the Folger Events Meeting as the Artistic Programs representative.
Coordinates project and programming logistics with other departments, partner institutions, and vendors.
Supports broader internal and external programming activities, both onsite and offsite, including student matinees, seminars and workshops, engagement activities, and divisional gatherings, as needed.
Serves as support for AP with the Airtable artist database.