Executive Assistant

  • Part Time
  • Downtown Baltimore
  • $22,500 (28 hours/week) or higher depending on qualifications USD / Year

Website Chesapeake Shakespeare Company

Maryland's leading classical theatre company

Executive Assistant
Chesapeake Shakespeare Company

Type: Part-time (28 hours), permanent; full-time position might be considered for suitable applicant
Reports to: Producing Executive Director; Director of Operations and Finance
Work Location: Downtown Baltimore; up to one day/week of remote work may be possible
Schedule: Business hours Monday–Thursday, with occasional evenings and weekends
Start Date: Immediate

Job Description

The Executive Assistant is the chief administrative support for the Producing Executive Director and the Director of Operations and Finance. The Executive Assistant also serves as a liaison to the Board of Directors, oversees special projects, provides general office and fundraising support, and handles routine financial recordkeeping.

The Executive Assistant will interact with and gain knowledge of all parts of the organization and will have the opportunity to make a positive impact on our programs and policies as well as to gain a comprehensive perspective on theatre company management at a dynamic and growing organization.

About Chesapeake Shakespeare Company

The leading classical theatre company in Maryland, Chesapeake Shakespeare Company, has now entered our third decade of artistic production as well as our tenth year in our historic, award-winning theatre in Downtown Baltimore. With an operating budget of $2.7 million, CSC serves over 33,000 patrons and students annually through indoor and outdoor mainstage performances, an extensive education program, mobile performances and residencies at outdoor sites across the region, and other community outreach.

Primary Responsibilities

For the Producing Executive Director:
• Represent the office of the Producing Executive Director in an inclusive, welcoming, and helpful manner
• Manage the Producing Executive Director’s calendar, including making appointments, prioritizing the most sensitive matters, and keeping her informed of and prepared for important meetings and other commitments and responsibilities
• Coordinate all aspects of meetings and other public and private events:
– Schedule meetings; prepare agendas and distribute meeting materials; arrange catering or refreshments as needed; send reminders to participants
– As needed, take minutes at staff, department, and company meetings
– Plan and organize opening night parties and other special events, including purchasing and laying out food and managing any caterers
• Draft, edit, and proofread some letters, emails, and other communications
• Anticipate next steps in ongoing projects and take an active role in laying the groundwork to execute them

For the Director of Operations and Finance:
• Basic financial data entry (will train on QuickBooks) and creation of financial reports
• Routine filing and administrative support
• Assist in preparation of annual budget and audit
• Assist with tracking of job applicants

Baltimore August Wilson Celebration Administrator:
• Serve as primary point of contact for the Baltimore August Wilson Celebration, facilitating communication between CSC and other participating theatres and individuals
• Coordinate with appropriate personnel at participating theatres to arrange festivities, workshops, discussions, social media, and other events

Coordination with Board of Trustees:
• Serve as primary administrative liaison support to our Board of Trustees and its committees
• Develop a good working relationship with Board members
• Coordinate scheduling and preparation for Board and committee meetings; prepare, organize, and distribute meeting materials; take minutes during meetings
• Serve as the primary staff-support liaison to all Board operating committees
• Maintain discretion and confidentiality in all Board-related matters

Office Management and Other Duties:
• General office duties as needed including greeting and escorting visitors
• Support the Founding Artistic Director with travel and calendar management
• Support other departments during unusually busy periods
• Provide backup for Box Office staff in emergency situations
• Other duties as required

Qualifications

• Bachelor’s degree or equivalent experience
• Some office experience preferred
• Ability to communicate effectively with a high degree of professionalism, maturity, and confidence
• Exceptional attention to detail including excellent proofreading
• Proficiency with Microsoft Office business applications, preferably in an enterprise setting
• Experience with cloud-based software platforms and/or CRM systems a plus (particularly Salesforce)
• Energetic and entrepreneurial—must be self-directed and take initiative
• Flexible and cheerfully able to pitch in with unexpected tasks
• Ability to work well in a team environment
• Experience or interest in theatre a plus; sense of humor a must

Where qualifications are described in terms of formal education or training, prior experience in a related field, as determined by CSC, may alternatively be considered.

Compensation and Benefits

• Annual salary starting at $22,500 (at 28 hours per week), depending on experience
• Employer-paid parking convenient to CSC in Downtown Baltimore
• Optional retirement plan with employer match up to 3% of salary
• Generous paid time off, including paid holidays, two weeks of flexible paid leave, and paid leave Christmas through New Year’s Day
• Employer-paid professional development opportunities and complimentary theatre tickets
• The opportunity to work in a lively, laid-back environment with passionate and friendly colleagues who are committed to making Shakespeare fun and Baltimore better

Application Instructions

Submit a resume and cover letter discussing background, qualifications, and interest in the position to jobs@chesapeakeshakespeare.com. Applications not submitted by direct email will not be considered. Applications submitted without a cover letter will not be considered. Chesapeake Shakespeare Company is an Equal Opportunity Employer. Persons from diverse backgrounds are strongly encouraged to apply. For more information about CSC, please visit our website at https://www.chesapeakeshakespeare.com. No phone calls, please.

To apply for this job email your details to jobs@chesapeakeshakespeare.com