Executive Assistant to the Managing Director

Huntington Theatre Company

Posted: 12/3/2019

Position Type: Full-Time (Paid)

Function: Administration/Operations

Primary domain: Arts, Culture and Humanities

City: Boston

Postal code: 02115

State: Massachusetts

Country: United States

Organization Information:

Budget:

$10M - $20M

Website:

https://www.huntingtontheatre.org/about/involved/jobs/#ExecAssttotheMD

Mission statement:

The Huntington Theatre Company engages, inspires, entertains and challenges audiences with theatrical productions that range from the classics to new works; we train and support the next generation of theatre artists; we provide arts education programs that promote life-long learning to a diverse community; and we celebrate the essential power of the theatre to illuminate our common humanity.

Position Details:

Job Description:


Learn from a Managing Director with over 35 years of experience.   This position offers the opportunity to learn from Michael Maso, founding Managing Director of the Huntington Theatre Company, as the Huntington embarks on a large capital campaign to restore and refurbish the Huntington Avenue Theatre.  This individual will have a window into fundraising, company expansion, season planning, and Board building and governance.  This person will be the gate keeper to the Managing Director in terms of staff, patrons, and the community at large. 

The Executive Assistant to the Managing Director provides high level administrative and strategic planning support in a one-on-one working relationship. This position may be required to work independently on projects while handling a wide variety of activities and confidential matters with discretion. This person coordinates projects related to ongoing Development Department initiatives with a focus on the current campaign.  The Executive Assistant to the Managing Director will have a front row seat to what will surely be an exciting few years.  Candidates must be inquisitive, critical thinkers, strong communicators, and have a keen eye for detail.  The Huntington is looking for one of the next leaders of the American Theatre…Is that you?

JOB DUTIES:

  • Completes a broad variety of administrative tasks for the Managing Director, including but not limited to: managing and prioritizing a complex calendar of appointments; preparing correspondence; arranging detailed travel plans; completing expense reports; and dealing with confidential information and correspondence.
  • Research, prioritize, and follow up on matters identified by and/or addressed to the Managing Director. Recommend appropriate course of action, referral, or response.
  • Coordinates and ensures the Managing Director’s complex schedule is followed and respected.  Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the Managing Director’s time.
  •  Facilitates strategic planning process as it relates to coordination of relevant schedules – company, board, fundraising, etcetera – to align meetings, building tours, board activities, etcetera.
  • Communicates directly with trustees, overseers, major donors, corporate executives, consultants and other key stakeholders, and serves as a resource in their interaction with the Managing Director.
  • Serves as point of contact for Board members, seeing to their commercial ticket requests, questions, and other needs related to their relationship with the Huntington.
  • Maintains discretion and confidentiality in relationship with all trustees and overseers.
  • Provides a bridge for smooth communication between the Managing Director and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
  • Works proactively and effectively with the Managing Director to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
  • Coordinates, compiles materials for, and attends board and other department and committee meetings over which the Managing Director presides and records minutes.  Disseminates minutes and supporting information on a timely basis.
  • Successfully completes critical aspects of deliverables, including letters, personal correspondence, presentations, and other tasks that support the Managing Director.
  • Prioritizes conflicting needs – handles matters expeditiously, proactively, and follows-through on tasks to successful completion.
  • Supports the Managing Director, General Manager, and Associate General Manager in negotiations with actors, directors, designers and playwrights, as needed.
  • As directed by the Managing Director and Chief Development Officer, conduct research, analyze data, and develop reports on nominating/governance prospects. 
  • Manages projects relating to Board nominations/governing processes, including establishing a protocol for on-boarding new board members and executing an orientation program. 
  • Executes special administrative projects as assigned by the Managing Director.
  • Works regularly in coordination with the Assistant to the Artistic Director, and in the Assistant’s absence, supports the Artistic Director.
  • As needed provide meeting and technical support to facilitate other departments’ operations.
 

Qualifications:

  • BA/BS or equivalent; 2-3 years of arts management experience preferred. 
  • Superior written and oral communications skills.
  • Excellent interpersonal skills.
  • Ideal candidates would have an inquisitive nature and a desire to assist in the busy inner workings of a large regional theatre company.
  • Technologically savvy, including strong computer skills and cell phone knowledge.
  • A high level of organization and the ability to focus on details and deadlines are a must.
  • Adept at tactful and effective communication with a variety of constituents such as trustees, donors, visiting artists, and staff. 
  • Must be flexible, creative and self-motivated, and be willing to work extended hours on occasion, sometimes without much notice, to help the Managing Director or other staff members meet deadlines or manage workload. 
  • Must be able to handle confidential information with excellent judgment and discretion. 
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), and Adobe Acrobat


 

Benefits:

The Huntington Theatre Company provides Health, Dental, Life, and Disability insurance, as well as paid vacation, sick days, and holidays.

Salary:

Less than $60k

Posting Expiration Date:

2/1/2020

How to Apply:

The Huntington strives to attract a
diverse group of candidates for employment.  African Americans, Asian
Americans, individuals with disabilities, individuals of two or more races,
Latin Americans, Native Americans or Alaska Natives, Native Hawaiians and
Pacific Islanders, veterans, and women are encouraged to apply.



 



Send letter of
interest, resume and salary expectations to:



Michael Comey



Human Resources
Coordinator



Huntington
Theatre Company, Inc.



281 Huntington
Avenue



Boston, MA 02115



[email protected]



 



 The Huntington
Theatre Company is an Equal Opportunity Employer and committed to Affirmative
Action.









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