General Management Assistant

Description

At Zach, we believe in the power of light—to illuminate new ideas, spark imagination, and bring people together. As Austin’s leading professional producing theater, we create vibrant, intimate theater experiences that engage, inspire, and connect our community. The General Management Assistant reports to the General Manager and works with the General Management teams to ensure the smooth operations across Zach’s various departments and facilities.

This is a full-time, non-exempt, campus based role working approximately 30-40 hours per week.

ESSENTIAL FUNCTIONS:

• Provide day-to-day administrative and logistical support to the General Manager and General Management teams
• Liaise with 3rd party IT service providers to support staff onboarding/offboarding, tech troubleshooting, and hardware/software needs across departments
• Assist in maintaining accurate records of insurance policies, certificates of insurance, incident reports, and claims documentation; support risk management practices
• Provide general administrative support such as scheduling meetings, preparing reports, organizing files, and supporting interdepartmental communication
• Participate in the upkeep and improvement of internal systems, documentation, and workflows to increase department efficiency and clarity
• onboarding and offboarding logistics for staff including workspace preparation, equipment distribution and collection, and arranging access needs
• Maintain and track inventory of general management resources such as events furniture, radios, keys, and tech equipment
• Support communication with a third-party parking management company, maintaining and updating parking calendars, communicating scheduling changes, and troubleshooting access issues as needed
• Schedule and communicate assignments for bus coordinators during matinee performances
• Support administrative communication with the City of Austin and the Parks and Recreation Department
• Coordinate and schedule internal department meetings, and annual cross-departmental events such as all-staff clean-up days
• Contribute to special projects and initiatives as assigned by the General Manager

Requirements

EDUCATION AND EXPERIENCE:

• 2-4 years of experience working in a theater, performing arts organization, or related nonprofit setting
• Degrees in Theater or Arts Management appreciated but not mandatory

KNOWLEDGE, SKILLS, AND ABILITIES:

• Excellent time management and organizational skills, with the ability to prioritize competing tasks and manage multiple projects in a fast-paced environment
• Strong analytical and problem-solving skills with a proactive approach to troubleshooting and process improvement
• Exceptional verbal and written communication skills, with the ability to collaborate effectively across departments and with external partners
• Proficiency in digital tools and systems, particularly Google Workspace (Docs, Sheets, Drive, Calendar), with a willingness to learn new platforms as needed
• Commitment to upholding and reflecting the mission, vision, and core values of Zach Theater in all interactions and responsibilities
• Ability to handle confidential information with discretion and maintain professionalism under pressure
• A collaborative spirit and an appreciation for the unique challenges and opportunities within nonprofit arts administration

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

This is a campus-based, on-site role. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions upon discussion with HR.

• Ability to lift, push, pull or otherwise maneuver up to 50 lbs repeatedly, either alone or with assistance
• Work in close proximity with other coworkers
• Must have reliable transportation and the ability to work with a flexible schedule, including nights and weekends as scheduled
• The noise level in this work environment is typically moderate and can be high

ORGANIZATIONAL RELATIONSHIPS:

Reports to: General Manager

Supervises (if any): N/A

Supports: Facilities, IT, Events & Rentals, and General Operations

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