Assistant to Artistic Director

DEPARTMENT

Artistic

Artistic Director

Onsite in La Jolla, CA on the beautiful UC San Diego Campus

Full-time, non exempt (hourly); full benefits

$25-$29 per hour

Mon-Fri, 9:00am-5:30pm (flexible); occasional evenings/weekends

Cover letter and resume

March 15, 2026

The Assistant to the Artistic Director provides essential administrative and logistical support that helps keep the Artistic Office running smoothly. This role centers on coordination, organization, communication, and ensuring the Artistic Director has the day to day support needed to focus on artistic priorities. If you enjoy fast paced environments, supporting creative teams, and keeping details in order, this role is a great fit.

• Provide calendar support, including scheduling meetings and assisting with calendar updates for the Artistic Director.
• Prepare and format meeting materials, including agendas, briefs, and taking/distributing notes as needed.
• Assist with drafting and proofreading emails and documents with accuracy and professionalism.
• Support digital file organization across the Artistic Department using established systems.
• Monitor incoming messages and requests, escalating time‑sensitive matters as appropriate.
• Serve as a welcoming point of contact for artists, staff, and visitors, directing inquiries and ensuring prompt follow‑up.
• Assist with booking travel, processing reimbursements, and tracking receipts and credit card statements.
• Provide logistical support for Artistic Department meetings and small events (gathering materials, printing, signage, hospitality setup).
• Coordinate Artistic Director’s presence at rehearsals, tech, opening nights, and community events; arrange hospitality and seating for visiting artists and VIPs in collaboration with Patron Services/Ticketing.
• Attend select internal events or rehearsals when administrative support is needed.
• Assist with basic departmental research, such as gathering information on local arts events or artists.
• Support general office operations by helping with supplies, printing, meeting room setup, and other routine tasks.

• 3 to 5 years of administrative, office coordination, or customer service experience; arts/nonprofit experience a plus.
• Experience coordinating meetings and events with multiple stakeholders.
• Experience preparing travel arrangements and processing expense reports.
• Strong organizational skills and attention to detail; able to manage multiple tasks with accuracy.
• Strong communication skills, including clear email writing and comfort interacting with diverse groups.
• Demonstrated professionalism and sound judgment in handling confidential matters.
• Proficiency with Microsoft Office (Outlook, Word, Excel), Teams, Zoom, and collaborative tools like SharePoint, One Drive, or similar platforms.
• Ability to build positive working relationships and provide welcoming, friendly service to artists and visitors.
• A calm, flexible approach to shifting priorities in a dynamic arts environment.
• Enthusiasm for theater, the arts, and mission‑driven work.
• Experience with Tessitura is welcome but not required.

The role works across office, rehearsal, and theater spaces and requires comfort navigating a busy arts environment with shifting activity levels. Evening and weekend work may occasionally be needed to support productions or events.

This position involves standard administrative tasks (computer work, note taking, moving between spaces) and occasional lifting of materials up to 20 lbs. Some activities may require standing or walking during busy periods or events.

• Health and life insurance
• 403(b) retirement plan
• Paid time off (vacation, sick, holiday, and more)
• Complimentary tickets to Playhouse performances
• A collaborative, mission driven team