Programming Associate

The Programming Associate will assist the Vice President of Programming and Education and the Education and Engagement Manager with a variety of administrative duties and maintain the venue calendar.

• Provide daily administrative support for the Programming & Education Team.
• Supervises the venue calendar, confirms room availability, recognizes potential scheduling challenges, and ensures conflicts are addressed by communicating with supervisors, departmental colleagues, and other internal parties.
• Tracks artists' contracts, deposits and ensure all deadlines are met throughout the contracting process.
• Process and support the private rental contracts and rental agreements booking through settlement; maintain event files in an accurate and timely manner.
• As directed by the Vice President of Programming & Education, collect individual departmental costs, event labor, and other related expenses for contract settlement.
• Assists with drafting Letters of Intent and venue rental agreements and rental offers.
• Assist with developing, tracking, and reconciling event budgets, working with production and events teams to ensure artist and client needs are being met through fiscal responsibility.
• Field inquiries for venue rental clients, including timely responses to booking and scheduling inquiries, event calendar management, and overall timely communication with internal and external stakeholders to ensure delivery of client needs.
• Maintains and sends standard departmental reports on a timely basis
• Tracks and reports, event status and next steps. Assists in reporting departmental activity internally and externally.
• Create and maintain the administrative documents needed throughout the season including playbill rosters, security and stage door lists, dress rehearsal pass lists, and alternative service documents.
• Analyze and assist with systemic advancements and changes.
  
  Participate in efforts to improve processes.
• Support Education and Engagement Manager to increase effective outreach to potential schools, neighborhoods, and community organizations partnerships including developing and maintaining accurate database of education contacts; assist in maintaining strong, long-lasting relationships with key stakeholders.

• 1-2 years of administrative or theater experience using software as listed above.
• Experience in events, stage or company management highly preferred.
• Experience with Momentus or other venue calendaring software a plus.

• Attention to detail and organization.
• Tactful, clear, and concise oral and written communication
• Ability to communicate with all levels of the organization and to the public, Board members, donors, customers, business contacts, vendors, and elected officials on business matters.
• Strong interpersonal and customer service skills
• Ability to identify and resolve problems in a timely manner. Gather and analyze information skillfully.
• Ability to work independently and to establish, monitor, and achieve goals with minimal supervision.
• Self-motivated with strong organizational, time-management and detailed oriented skills
• Ability to work non-standard hours as needed including some nights and weekends.
• Excellent computer skills, Microsoft Office products, and Adobe.
• Ability to identify and resolve problems in a timely manner. Gather and analyze information skillfully.
• Ability to work independently and to establish, monitor, and achieve goals with minimal supervision.