Executive Assistant to the Artistic Director

About The Company

At Center Theatre Group (CTG), we believe theatre creates an extraordinary connection between artists and audiences. As one of the nation’s most influential non-profit theatre companies, we provide the broadest range of theatrical entertainment in the country at the Ahmanson Theatre, the Mark Taper Forum, and the Kirk Douglas Theatre. Whether it’s producing new work through our robust artistic development programs or engaging people of all ages and backgrounds across Los Angeles through our community and education programs, we put theatre at the center of it all.

Center Theatre Group commits to creating a safe space where the values of diversity, equity, access, and inclusion are rooted in all levels and aspects of our work. We aim to attract, nurture and retain staff in a supportive home where we can be our best selves. We celebrate our commonalities and embrace our differences to ensure that everyone has access to our work onstage, behind the scenes, and in the community.

Position Summary

Reporting to the Artistic Director, the Executive Assistant will provide a wide range of services in support of the Artistic Director and the efforts of the Artistic Team. Key responsibilities include handling internal and external communications, scheduling, expense management, assisting with Board engagement, and handling special projects. This position works closely with the Executive Office Liaison, the Executive Assistant to the Director of Institutional Advancement, and the entire Artistic Team. We are seeking a well-organized, detail-oriented, proactive and resourceful individual who can anticipate needs and work cooperatively with all levels of staff and external stakeholders. The Executive Assistant may also be called on to support the Artistic Team.

The Executive Assistant provides full administrative support including drafting correspondence, scheduling meetings, responding to inquiries, maintaining reports, answering phones, greeting guests and interfacing with all levels of company management and staff as well as the Board of Directors, special committees and task forces, artistic and creative teams, and the County and City of Los Angeles. The Executive Assistant will need to maintain confidentiality and exercise discretion at all times.

Primary Responsibilities

1. Answers phones, responds to inquiries, and engages in frequent and professional internal and external communication for the Artistic Director. 
2. Schedules meetings and travel for the Artistic Director.
3. Prepares written materials, presentations, and correspondence for Artistic Director. Ensure that all printed materials are well-written and proofed.
4. Prepare meeting agendas, attend meetings, take minutes, and manage follow-up as needed.
5. Prepares written materials, presentations, meeting materials and packets to support the Artistic Director, and other members on the Artistic Team and in the Executive Office in select fundraising efforts.
6. Supports the Artistic Team administrative budget, tracks expenses and reimbursement for the Artistic Director and other Team members as needed. 
7. Support the coordination, scheduling, ticketing, and administrative needs of select special groups such as Artistic Advisory Committees, Councils, etc. developed by artistic leadership.
8. Work with the Executive Office Liaison, Executive Assistant to the Director of Institutional Advancement, and with the VIP Ticket Desk on handling of ticketing requests for special committee members, Board Members, and other VIPs on behalf of the Artistic Director and Team. Directly support ticket requests for key individuals as identified by leadership.
9. Manages special projects.

Secondary Responsibilities

1. Assists Executive Office Liaison with administrative support for the Managing Director/CEO, including communications and scheduling, as needed.
2. Demonstrates a positive attitude towards artists, CTG Board members, donors and fellow staff.
3. Ensure that all printed materials are well written and proofed, including but not limited to letters, proposals, invites, mailing lists, reports.
4. Evidence of good work habits including being on time, following CTG workplace policies, arriving prepared for meetings and events, being responsive and following through on all Board and supervisor requests.
5. Exhibits appropriate phone, email and in-person etiquette, and responds to phone and email messages in a timely fashion.
6. Exhibits a positive attitude in relation to donors and fellow staff.
7. Works as a team member with the entire Artistic Team on all department events and activities.
8. Demonstrate an ongoing commitment to our equity, diversity, inclusion and access initiatives and an ongoing commitment to an anti-racist culture and environment at CTG.
9. Other duties as assigned by the Artistic Director.

CTG provides a dynamic working environment in which duties and responsibilities may change. Employees are expected to be flexible and responsive to changes in the scope of their duties. All employees are expected to be familiar with and adhere to Center Theatre Group’s Personnel Policies and Procedures.

Qualifications

Knowledge and essential skills

1. Computer skills in Microsoft Word and Excel in addition to a strong working knowledge of database systems.
2. Excellent written and oral communication skills.
3. Ability to work independently and handle multiple tasks simultaneously in a fast-paced environment.
4. Comfort with new technology related to administration and meeting support, particularly remote meeting capacity including supporting video and sound.
5. Exceptional project management and high-level administrative skills.
6. Proficiency with project and program budgeting and financial tracking.
7. Demonstrated expertise in data management and tracking.
8. Knowledge of and passion for the theatre arts.

Minimum requirements: Essential functions and abilities

1. Minimum of 5 years of previous administrative support experience
2. Previous experience working in an office environment.
3. Enthusiasm, dedication, a sense of humor and a drive to succeed.
4. Ability to work evenings and weekends.
5. Must be able to easily travel to, within and around a variety of locations, both interior and exterior for meetings, events and other job-related activities.
6. Must be able to effectively and efficiently operate office equipment including managing remote meetings, copiers, computers, etc.
7. Must be able to lift and carry 20 pounds (i.e. reports, programs, brochures, etc.)
8. Must have own transportation to attend meetings and events off site.

All employees are required to pass a background check.

CTG is committed to a safe and healthy work environment. We strongly recommend that all employees stay up to date with their COVID-19 vaccinations and boosters.

Minimum Requirements

• Ability to sit, type, and work at a computer for extended periods of time.
• Ability to lift and carry up to 30 lbs.
• Willingness and ability to work 40 hours per week. Flexibility to work overtime as needed.

Compensation

CTG offers a comprehensive compensation and benefits package including retirement plan options, escalating paid vacation, sick, personal days, and holidays, and health benefits including medical, dental, vision, life and long-term disability insurance, flexible spending accounts, and employee assistance program.

How To Apply

Please send your resume and cover letter to Camille Schenkkan, Deputy Managing Director, at CSchenkkan@CTGLA.ORG and use the subject line Executive Assistant to the Artistic Director. In the cover letter, tell us why you are the ideal person for this job, including past experience working in a supporting role for an executive. Indicate how you became aware of this position (i.e. name of website, current employee, other source). No phone calls please. We will contact qualified individuals to set up interviews.

Center Theatre Group is an equal opportunity employer and does not discriminate against any applicant on the basis of race, religion, sex, sexual orientation, gender identity, marital status, color, ancestry, disability, age, national origin, pregnancy, veteran/military status, genetic information or any other basis prohibited by law. CTG will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring Ordinance. We support, promote, and embrace a diverse workforce.