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Operations Coordinator
Philly Senior Stage
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.
