Operations Coordinator

OPERATIONS COORDINATOR - ADMIN ASSISTANT

The Operations Coordinator/Administrative Assistantis responsible for managing the daily operations, administration and projects of Philly Senior Stage, a growing theatre arts program for senior adults.

 

NATURE OF WORK: 

Reporting to the Producing Artistic Director (PAD), this position exercises a high level of professionalism and organization while completing administrative tasks; support collaborations and problem solving with PAD and creative and technical teams; assist with relationships with clients and contractors, volunteers and consultants. This is a high-volume position and requires the ability to work under pressure and maintain balance while meeting deadlines. We are building a team of hard working and respectful individuals that enjoy collaboration. 

 

RESPONSIBILITIES

* Maintains the schedules and coordinates the logistics of PSS educational programs, performances, performers and teaching artists, and the PAD.

* Communicates rehearsal and performance schedules to creative and technical personnel and clients

* Sets up and attends production meetings, auditions, and first rehearsals 

* Supervises the traffic of sound systems between performers and sound engineers.

* Develops timelines and deadlines for projects, show tours and educational and performative programing in the retirement communities.

* Outsources projects and tasks to be handled by appropriate professionals, i.e. web and graphics designer, social media development and maintenance, grant writers, etc.

* Creates and manages program proposals, contracts and agreements.

* Researches opportunities and networks for organizational growth and expansion.

* Creates and presents reports as needed by Artistic Director, clients and contractors.

* Utilizes electronic (and when appropriate, paper) filing systems for all documentation.

* Consults daily with Artistic Director to receive new and prioritize on-going tasks and projects.

* Increases proficiency in any electronic and digital platforms as needed for projects, proposals and reports.

* Updates and maintains client and contractor contact lists

* Runs company errands to various sites/vendors as needed.

* Regularly disseminates electronic “mass-emails” to potential clients on such platforms such as Mailchimp, Constant Contact, etc)

 

SKILLS AND QUALIFICATIONS:

* Three years post-college professional administrative work.

* Interest in arts administration and the elderly population we serve.

* Excellent interpersonal skills – Cooperative, Collaborative and Congenial.

* Excellent oral and written communication skills. 

* Breaks down projects into tasks that can be executed efficiently and smoothly.

* Attention to detail and accuracy.

* Follows up with communications tasks

* Proficiency in Microsoft Office Suite, Google Docs, Google Calendar.

* Quickbooks, Photoshop and Mac skills a plus.

* Strong organizational skills.

* Ability to work independently as well as under supervision.

* Takes initiatives with projects.

* Needs to have a car.

 

WORK ENVIRONMENT:  Center City Philadelphia shared work space. Some tasks can be performed remotely.

 

HOURS:  20-25 hours per week. Hours primarily during daytime and may include some evening and weekends tasks. This is a permanent part-time position with the possibility of becoming full-time.

 

 

The work of the Greater Philadelphia Cultural Alliance is made possible through the generous support of committed individuals and institutions.