Artistic Executive Assistant

Artistic Executive Assistant

CATEGORY: Administrative

Oregon Shakespeare Festival
Ashland, OR 97520
US

Job Details

DESCRIPTION

Position Overview:

  1. All OSF employees are expected to understand and embrace our mission statement, in particular how it is reflected in our commitment to respect and represent diverse ideas, races, genders, sexualities, abilities, cultures, religions, and traditions - on stage and off. OSF company members work in a manner that is consistent with this commitment and work to interrupt behaviors that hinder our diversity and inclusion efforts.
  2. Perform independent, executive administrative support for the Artistic Director, including managing all scheduling, correspondence, and travel arrangements.
  3. Act as the communication hub for the artistic office and liaison to other OSF departments and the public; and assists in other artistic initiatives and events. The complexity and diversity of duties distinguishes this professional position.
  4. When needed this position may be asked to support the Executive Director with scheduling and coordinating.

Principal Duties and Responsibilities (Essential Functions**):

1. Personal Executive Assistant to the Artistic Director:

a. Enable the Artistic Director to work at peak efficiency, through the use of office management software and inter-personal skills, balancing competing demands for their schedule from inside and outside the Company; 

b. Assist the Artistic Director in scheduling internal meetings and managing external requests for meetings; organizing materials and preparation for all meetings; drafting correspondence for signature; answer correspondence in consultation with the Artistic Director; receive, prioritize, and track mail, phone calls, and e-mail; make travel arrangements in collaboration with Company Management; and process all credit card bills and reimbursements with the Finance office. These duties are required full time including during virtual work hours and travel regardless of time zone.

  • Artistic Office Coordinator: 
  • Attends Equity, Diversity, and Inclusion, (ED&I) sexual harassment, and any other anti-bias training and workshops as scheduled by the institution.
  • Other duties as assigned by Artistic Director.

2. Organize and coordinate the full Artistic Office by supporting the needs of the Artistic Director, Associate Artistic Directors, and Director of Production including organizing materials, schedule support and sharing/distributing information when needed, 

3. Organize the agenda for coordinate, schedule and send invitations all meetings Senior Artistic Staff meetings;

4. Track Senior Artistic Staff time cards, schedules and liaison with HR

5. Take and distribute minutes from Senior Artistic Staff and Senior Staff meetings;

6. Coordinate Artistic department events, such as retreats, receptions for artistic guests, etc.

7. Represent the Artistic Office at company meetings and events when needed. 

8. Support Casting process as needed, coordinating casting visits with guest artists;

9. Request and Process all ticket requests for Senior Artistic Staff;

10. Facilitate communication between the Artistic Staff and the Acting Company;

11. Track and maintain the Artistic e-mailbox and respond to or forward patron communications as required;

12. Models and supports the mission and values of OSF by:

a. Demonstrating inclusive behavior.

b. Maintaining a safe working environment free from any aggressions.

c. Recognizing micro-aggressions and interrupting behaviors that hinder OSF’s diversity and inclusion efforts. 

** To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job descriptions must be essential to the job. To identify essential functions, focus on the purpose and the result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function would fundamentally change the job.

Requirements:

Work Experience: Ten years of relevant administrative/management experience as an executive secretary, executive assistant, office manager or equivalent is required (or a four-year degree and six years of such experience). Theatre administration background strongly preferred. 

Qualifications/skills: Highly developed organizational skills to manage shifting and competing priorities, and to exercise good judgment and discretion; Superior skills using Microsoft Office Suite (Outlook, Word, Excel) on a PC, and advanced skills in using and creating spreadsheets and Internet collaboration tools, as well as proprietary OSF software systems; Superior written and verbal communication skills (English primarily) with a high level of writing, proof-reading and editing skills; Ability to execute projects efficiently and according to schedule. 

Physical Ability: Ability to perform administrative work using a computer for extended periods of time; up to 8 hours a day. Some light lifting, ability to run errands to other OSF departments. Requires valid Oregon Driver’s license. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Skills, Ability and/or Knowledge: Demonstrated ability to take and transcribe oral dictation expeditiously and accurately; Flexibility in projects and schedule; Ability to work independently and to maintain a positive work atmosphere; Ability to manage employee, patron, and Board relations from diverse backgrounds.

Special Position Requirements: N/A

Special Hours Requirements: Work schedule varies and includes frequent evening and weekend hours as well as many weeks in which more than 40 hours are required. 

PREFERRED:

Qualifications/skills: Background in theatre, including general knowledge of theatre practices and dramatic literature.

HOW TO APPLY

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APPLY ONLINE

http://www.osfashland.org