Executive Assistant to Artistic Directors
Executive Assistant to the Artistic Directors
Reporting to the Artistic Directors, the Assistant to the ADs serves as a primary point of contact for internal and external constituencies for the Artistic Office; organizes and coordinates artistic scheduling; outreach, and external relations efforts; and oversees special projects. The Assistant to the ADs must be creative and enjoy working within an entrepreneurial environment that is mission-driven, results-focused, and arts-centered. The ideal candidate will have the ability to exercise good judgment in a variety of situations. They will possess strong written and verbal communication, administrative and organizational skills—and the ability to maintain a realistic balance among multiple priorities. The Assistant to the AD’s will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion.
Areas of Responsibility:
- Completes a broad list of administrative tasks for the Artistic Directors, including:
- coordination of two active calendars of appointments.
- organizing workflow and incoming requests.
- completing expense reports.
- managing paper and electronic filing.
- documenting meetings with clear, effective minutes, and action items.
- composing and preparing correspondence that is confidential.
- arranging detailed travel plans, itineraries, and agendas.
- completing preparatory documents for meetings and events.
- Plans, coordinates and ensures that the Artistic Directors’ schedules are followed and respected.
- Serves as both a connector and a pathway to solutions as necessary in matters pertaining to direct access requests for Artistic Leadership.
- Communicates directly, on behalf of the Artistic Director with artists, donors, members, and staff in a respectful and discreet manner.
- Provides a bridge for smooth communication between the Artistic Director’s office and internal departments, cultivating credibility, trust, and support with senior management staff.
- Works closely and effectively with the Artistic Directors to keep them well-informed of upcoming commitments and responsibilities. Maintains a finger on the pulse of internal and external matters related to the operations of Steppenwolf Theatre and provides regular briefings, gathering reports from internal departments and external partners.
- Manages a variety of special projects, with keen attention to detail and a particular focus on meeting deadlines.
- Prioritizes conflicting needs, approaches matters proactively, and follows through on projects to successful completion.
- Maintains discretion and confidentiality in relationships with all staff, ensemble, and board members.
- Supports the Artistic Directors in ensuring compliance with applicable rules and regulations set in bylaws regarding the board, ensemble, and board/ensemble committee matters, including advance distribution of materials before meetings of committees managed by the Artistic Office.
- Coordinates and supports the Artistic Team with administrative tasks including:
- Coordinate, schedule, and attend weekly artistic office meetings, supplying meeting minutes and agendas.
- Submit and track artistic, literary and casting expenditures, purchase orders, credit cards, accounts, and process artistic office payments
- Administrative support for School at Steppenwolf applications and tuition payments
Successful candidates will be:
- Good at listening and anticipating others’ needs.
- Good at planning and managing for successful outcomes.
- Enjoy assuming responsibility.
- Support the work of others.
- Find opportunities to take the initiative.
- Do what is needed to ensure that everything runs smoothly.
- A minimum of 5-7 years of executive assistant experience (or equivalent) preferred, with strong administrative, organizational, scheduling, problem-solving, and technical skills.
- Effective written and oral communicator with a confident, diplomatic, discrete, and trustworthy demeanor.
- Excellent time management, deadline management, and multi-tasking skills.
- Highly proficient in Tessitura, Microsoft Office (Office 365, Outlook, Word, Excel, PowerPoint, etc.), Adobe Acrobat, and Zoom. Comfortable with and adept at learning new systems.
- Highly motivated with strong organizational skills and attention to detail and accuracy. A demonstrated ability to see the big picture while tending to the position’s varied and detailed work.
- Flexibility, teamwork, and adaptability. Capacity to work collaboratively in a bustling performing arts environment with a high volume of work. Ability to work comfortably and develop relationships with people and colleagues who hold diverse perspectives.
- Commitment to the Theater’s mission and core values of Ensemble, Innovation, and Citizenship.
How to apply:
Interested candidates should submit a cover letter, resume and three references by following this link by 10/13