Special Assistant to the VP of Marketing and

NJ PERFORMING ARTS•Newark, NJ

3d•$65,000 - $75,000

About The Position

We are looking to hire an engaged, dynamic, competent individual to join the Marketing team and serve as Special Assistant to the VP to perform high-level administrative, operational, and project management tasks. The Special Assistant is responsible for the operations of the entire VP area, which includes Marketing, Communications, Ticketing, Creative, Events, and Sales.

Requirements

5-7 years of experience in administrative, project management, copy editing, marketing or communications.
Bachelor’s Degree or a minimum of 5-7 years of experience in a business environment required.
Strong writing, editing, and proofreading skills required for emails, written correspondence, speeches, talking points, grant proposals, and event descriptions.
Ability to maintain confidentiality, work independently, exercise discretion and judgment, and resolve problems with diplomacy.
Excellent time management skills and ability to be proactive and prioritize, and anticipate needs in a fast-paced environment. Ability to manage multiple projects, timelines, and schedules at once.
Must be available to work a flexible schedule, in addition to selected nights and weekend performances and events as needed. Occasional evening/weekend work required.

Nice To Haves

Preference will be given to those who have worked in an arts, entertainment, or educational setting.
Accounting management or finance experience is a plus.
Interest in the arts, marketing, not for profits is key

Responsibilities

Maintain the day-to-day schedule of the VP, Marketing and Communications, including calendar, emails, phone calls, and other to-do items. This includes working with internal and external contacts to schedule a high volume of meetings, creating agendas, ensuring the VP is prepared
Participate in relevant internal and external meetings, take notes, and drive follow-up action items.
Serve as a point of contact for the VP as needed
Manage the invoicing for Fixed, Institutional, Arts Education, Digital, and Group sales of the marketing team and work with finance team to reconcile payments
Manage all of the marketing budgets, including fixed, digital, sales, institutional etc., and work closely with finance to ensure budget alignment
Responsible for the processing of invoices and check requests.
Manage the AMEX and expense reports for the Marketing team and the VP
Establish and maintain accurate budgets, files, and records.
Assist the VP of Marketing and Communications in the management of the street team and determine the best process moving forward
Manage the postage account with the mailhouse and finance
Work closely with the VP of Marketing and Communications to manage and implement the communications outreach plan and timeline for the institution
Assist in the creation of marketing copy for all performances and work closely with the creative and communications team for approvals
Edit, and proofread correspondence and reports, including Board and Committee memos, minutes, and presentations. Generate necessary data and funder reports for Development and the Board.
Work with the PR team and internal teams to make sure all events are listed on free online sites