Executive Assistant/ Office Manager

This position supports the administrative functions of the Washington Center for the Performing Arts, including rental coordination, contracting, box office treasurer, board minutes, document organization, and providing administrative support to the Executive Director.

SUMMARY

Under the general supervision of the Executive Director, you will maintain the highest level of professionalism and administrative readiness. You must be able to communicate clearly, respectfully, and collaborate cohesively with all employees at the Center to maintain a superior level of service. You will provide the best in client services and work as an ambassador for the performing arts in our community, realized through interaction with staff, donors, board members, volunteers, artistic partners, renters, ticket buyers, municipal representatives, and area businesses.

DUTIES AND RESPONSIBILITIES:

Executive Assistant duties

• Knowledge of record keeping and governance for non-profit organizations with a Board of Directors

• Assist the Executive Director with administrative duties and projects as directed

• Organize and schedule various functions and meetings on behalf of the Executive Director

• Ability to handle sensitive and confidential correspondence and documents

Office Manager duties including but not limited to

• Filing, storage, archival of information, office supplies, office budget lines, and organization as it relates to the smooth operation of the Center’s administrative operations.

• Greet visitors to the Center, accept vendor deliveries, answer phones, distribute mail

• Execute all duties as theater rental coordinator, box office treasurer and board meeting coordination.

• Responsible for detailing and accuracy on the master calendar

Theater Rental Coordinator duties including but not limited to:

• Work in coordination with Events and Operations for all on/offsite facility activity

• Respond to rental inquiries, manage the Center’s master calendar, see the rental contracting process through from beginning to end

• Notify all key staff in rental process

• Track event attendance, distribute show reports and producer feedback, approve show settlements

• Run the Artistic Partner meetings in September, February, March, and others as needed.

Board duties including but not limited to:

• Create monthly board packets that are emailed to Board Members

• Responsible for board meeting set up including hybrid meeting needs, location, and hospitality.

• Responsible for board special events including board picnic, retreat, reception

• Take clear, concise minutes of Board meetings

Box Office Treasurer duties including but not limited to:

• Prepare all event tills and floats required by the box office and concessions

• Verify all tills turned in by others and prepare bank deposits

• Return all tills to specific denominations

• Make bank deposits

Knowledge, skills, and abilities

• A positive attitude and a willingness to work as part of a team with staff and renters

• Ability to work independently and within a team on special projects

• Good people skills with experience collaborating in a multi-disciplinary, diverse, and dynamic team

• Superior interpersonal skills, ability to work constructively and interact with diverse constituents

• Demonstrated resourcefulness in setting priorities, proposing new ways of creating efficiencies

Position Type and Expected Hours of Work

This is a full-time (40 hours weekly), non-exempt position.

Regular hours Monday-Friday 9:00-5:00 pm with the occasional night or weekend.

To apply: Please send a cover letter and application to employment@washingtoncenter.org

To learn more about the Washington Center for the Performing Arts, please visit:

https://www.washingtoncenter.org/about-the-center/

Salary Range: Dependent on qualifications and prior relevant experience. $46,000-$54,000

Benefits include: Health insurance, health savings account, paid holidays, up to 3% matching in a SIMPLE IRA.

To apply: Please submit a cover letter and resume and completed Washington Center application to employment@washingtoncenter.org. Position will be open until filled.

Job Type: Full-time

Pay: $46,000.00 - $54,000.00 per year

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Ability to Commute:

• Olympia, WA 98501 (Preferred)

Ability to Relocate:

• Olympia, WA 98501: Relocate before starting work (Preferred)

Work Location: In person