Position: Administrative Assistant

Status: Regular/Full-time/Non-Exempt

Reports to: Broadway General Manager

Normal hours: Regular Hours: 8:30am-5:00pm Monday-Friday (37.5 hours per week)

Show weeks: Work schedule varies depending upon production schedule, project deadlines, major campaigns, etc. Periodic evenings and weekends are required.

POSITION SUMMARY

The primary duties of the Administrative Assistant are to track expenses against budgets, submit check requests to accounting, order and track marketing materials, implement social media campaigns, pull reports, and track campaign deadlines.  Other support tasks assigned as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Processes Broadway invoices and check requests in a timely and detailed manner and track expenses against budget.
• Tracks and the extensive support material and internal reports required for show and season settlements including invoicing Broadway partners.
• Serves as liaison to other departments, Broadway partners, graphic design teams and press representatives, assist with the design and production process to ensure that materials are meeting individual show and Season brand standard.
• Ensures that the Broadway in Portland information on both the Portland Opera and BAA websites is accurate and up to date.
• With direction from the General Manager, coordinate a robust social media campaign based on current trends including the creation of analyzable metrics for success. Actively posts and replies to posts/messages on all social networks.
• Assists with implementation of marketing and public relations campaigns to promote Broadway subscription and single ticket sales.
• Assists with the production of individual show programs to ensure that the information is accurate and meets show standards.
• Coordinates the design and deployment of press invitations for each show and keeps a thorough RSVP list of press people.
• Assists with the ongoing acquisition of graphic support materials.
• Coordinates radio and television spot production/localization.
• Staffs and coordinates Broadway community events including FOH, subscription retention events, lottery, and press junkets.
• Setup and teardown on-site display at theater and events as needed.
• Tracks and facilitates Broadway comp requests, coordinates redemption of promotional prizes, and assists with promotional ticket distribution.
• Coordinates distribution and display of posters, heralds, and all other collateral materials.

(Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

OTHER DUTIES

Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

SKILLS/EDUCATION/EXPERIENCE

REQUIRED

• Team player with initiative, creativity, and a positive, problem-solving attitude who also has the ability to work independently.
• Proficiency with computer applications including Microsoft (Excel, Word and Powerpoint) and social media platforms including (Facebook Instagram, Twitter, and Tik Tok. Able to handle multiple tasks and projects with varying priorities simultaneously, delivering results on time.
• Highly developed organizational and project management skills, with the ability to handle competing deadlines and projects with calmness and tact.
• Excellent oral and written communication skills, including proof-reading.
• Ability to create good working relationships with staff members, volunteers, vendors, and colleagues in other organizations.

HIGHLY DESIRABLE

• Familiarity with graphic design and production process.
• Familiarity with design programs and photo editing.
• Website content management programs.
• Integrated patron management program, especially Archtics.

JOB CONDITIONS

The Broadway Administrative Assistant works in an office environment lit with a combination of fluorescent and natural light, plus task lighting.  Approximately 90% of the workday is spent at a computer workstation. 

Other duties include event staffing at Keller Auditorium or other event venues.  Other activities include attending staff meetings and company events. 

This position requires periodic evening and weekend hours during Broadway series show weeks, with occasional local travel by car or public transportation to venues or events.

EQUIPMENT USED:

The Broadway Administrative Assistant is typically assigned a workstation that is not shared with other employees.  An adjustable task chair is assigned to each workstation and can be adjusted for individual comfort. 

A telephone with headset, copier/printer, calculator and standard office tools and accessories are utilized throughout the work shift.

PHYSICAL DEMANDS:  

Most duties are performed in a seated position at a computer workstation for approximately two hours at a time.  The telephone and computer workstation are used for a significant portion of the workday.

Duties require the ability to use a repeat-dial phone and designated phone handset or headset effectively, and to work shifts that change periodically during show weeks.  The Broadway Marketing Assistant’s standard duties do not require lifting or moving objects heavier than 10 pounds.  Objects heavier than 20 pounds should not be lifter or moved without assistance. 

We work to empower and inspire all to be their very best. We are committed to keeping our employees and their families as healthy as they can be, which is why we provide a comprehensive benefits package.

Compensation Structure:

• This position offers a non-exempt hourly pay of $19 per hour, with the below benefits:

Our benefits start the 1^st of the month following your start date and include: 

• Medical, Dental, and Vision options
• HSA/FSA
• Life insurance
• Retirement plan with employer match
• Up to 18 days of PTO plus 16+ Paid Holidays off; including the last week of December off!
• Work-life balance with a 37.5-hour work week! 
• Two complimentary tickets to all Opera productions
• Free parking or employer-paid monthly transportation allowance 
• Indoor bike storage, shower, and locker room