EXECUTIVE ASSISTANT & RENTAL MANAGER

Orlando Shakes in partnership with UCF, central Florida's largest professional Actor's Equity regional theater - now in its 35th season - is seeking an enthusiastic and skilled Executive Assistant & Rental Manager.

JOB DESCRIPTION

The Executive Assistant & Rental Manager works closely with the Managing Director to support the overall day-to-day operations and longer-term projects for the theater. This includes scheduling and supporting meetings of the Board of Directors and senior staff. General administrative duties will be assigned.

As Rental Manager, this position oversees all aspects of the Rentals department including managing overhire rental technicians, creating rental contracts, negotiating, and event operation. The Rental Manager must think ahead to anticipate challenges with the shared use of spaces across multiple departments and suggest solutions that do not impede production and still allow for successful rentals. This position also fills in for our Patron Experience Manager to run the front of house operation at a few performances per month – so some night and weekend availability is required.

This position requires initiative, detail-oriented organization, independent decision making, guest service skills, critical thinking, and the ability to demonstrate good judgment.

The professional in this position must project warmth and enthusiasm toward internal and external visitors.

RESPONSIBILITIES

• Respond in a timely manner to rental inquiries to boost sales. Create rental contracts, coordinate shared use of space with Production, and hire/train rental staff to run events.
• Manage the calendar of the Managing Director, to include making appointments, prioritizing the most time-sensitive matters, and organizing meetings both internally and externally
• Manage all administrative files and correspondence
• Become familiar with all department functions at Orlando Shakes to communicate effectively and accurately. Work as a team with Development and Marketing departments to proofread, brainstorm, and plan events.
• Prepare reports and/or special projects, which may include research, data collection, internal and external conversations, and coordination
• Assist in strategic planning and infrastructure-building projects for the theater to include systems integration, community partnerships, and developing and managing plans for both internal and external growth
• Answer phone calls and emails in a polite and professional manner and effectively use communication tools and excellent writing skills to ensure consistent and comprehensive communication both internally and externally
• Communicate effectively and clearly with Board members, including scheduling and facilitating adhoc and standing committee meetings.
• Create bills and categorize expenses using QuickBooks online.
• Responsible for producing accessible performances including ASL-interpreted performances and GalaPro.
• Serve as a backup House Manager in cases of pre-planned absences or emergencies.

REQUIREMENTS

• Bachelor’s Degree in related field preferred
• Excellent organizational and time-management skills
• Strong attention to detail, listening skills, and excellent writing and communication skills
• Ability to maintain discretion and professionally handle sensitive information with full confidentiality
• Capacity to independently prioritize and exercise ownership, follow-thru, accountability, and initiative with proven ability to meet deadlines
• Proficient in the Microsoft and Google Suites including Microsoft Excel, Microsoft Word, Microsoft Powerpoint, Google Sheets, Google Docs, Google Drive, Google Calendar, and Google Forms.
• Experience with Spektrix or other customer relationship management (CRM) software a plus, but not required
• Understanding of theater and nonprofit operations a plus
• Must be able to work occasional evenings and weekends to cover front of house duties or rentals.

PHYSICAL AND ENVIRONMENTAL DEMANDS

• The employee will be required to sit or stand for extended periods of time.
• The employee is required to talk and hear.
• The noise level in the environment is moderate.
• The employee may be required to lift up to 25 lbs.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

SALARY AND START DATE

This is a full-time, exempt position.

The position includes health benefits, holiday pay and paid time off.

Orlando Shakes is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Qualified applicants should apply with a current resume, cover letter, and three professional references.

No Phone Calls Please.

Job Types: Full-time

Salary: $35,000.00 - $38,000.00 per year

Benefits:

• Health insurance
• Health savings account
• Paid time off