American Conservatory Theater
POSITION DESCRIPTION: The Executive Assistant provides administrative support to the Executive Director (ED) and Artistic Director (AD) anticipating needs, managing the day‐to‐day administrative workflow, prioritizing various projects, including scheduling, contact management, preparing materials for meetings (including Board meetings), and participating in a wide range of special projects.
· Represent the offices of the Executive and Artistic Directors in an inclusive, welcoming and helpful manner.
· Manage executives’ calendars, including making appointments and prioritizing the most sensitive matters.
· Coordinate all aspects of meetings (agendas, location, catering if needed) providing relevant details and materials to all participants, and prepare executives with any necessary materials or information in advance of meetings, events, speaking engagements or projects requiring their participation.
· Provide administrative assistance, such as email management, writing and editing emails and other correspondence and presentations on the executive’s behalf.
· Schedule, make agendas for, and take minutes at meetings including senior management meetings and artistic department meetings.
· Schedule Board meetings, compile and distribute materials for each meeting. Maintain centralized documents and calendars regarding the Board of Trustees. Provide clear and timely communication to Trustees regarding meetings, A.C.T. news, programming and events.
· Greet trustees and visitors for on-site meetings.
· Organize company meetings, including scheduling, sending reminders, and other logistics as necessary.
· Manage information flow in a timely and accurate manner. Create internal and external communications including weekly all-company updates. Maintain internal reference documents and resources.
· Attend meetings on executive’s behalf as needed and take notes.
· Make travel and accommodation arrangements and prepare itineraries.
· Process expenses and credit card bills.
· Other duties as assigned.
· Bachelors degree or equivalent combination of education and work experience.
· 3+ years of executive administrative experience.
· Proven organization and time management skills to complete a high volume of varied responsibilities in a fast-paced setting with excellent attention to detail. Belief that no task is too big or too small. Consistent follow-up on varied projects.
· Extremely effective written and verbal communication skills, including the ability to speak with all levels of the organization.
· Skill in writing, proof-reading and editing to send out error-free communication.
· Proficient with Zoom, Tessitura, and all MS Office applications including Outlook and Sharepoint. Strong technology skills.
· Excellent relationship builder; able to demonstrate a high level of tact, discretion and diplomacy. Must also demonstrate ability to maintain confidential/sensitive information.
· Ability to work well independently, anticipate needs, take initiative, and creatively solve problems.
· Ability to work well with a diverse population and a variety of work styles. Flexibility and ability to easily adapt to change.
· Interest in the arts strongly preferred but at minimum a curiosity about theater is appreciated. Willingness to work alongside contemporary works of art and performances which present challenging and provocative subject matter.
· Alignment with A.C.T.’s Mission, Vaues and commitment to Equity, Diversity, and Inclusion.
· Abiltiy to work in person and remotely.
Submit cover letter and resume to Apply ACT.
An Equal Opportunity Employer
Diversity makes us stronger. A.C.T. is committed to diversity in its programming and creating an inclusive work culture and environment. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.