Artistic Administrative Assistant
City: Minneapolis, MN
Salary: $17.12 – $21.06 per hour
Is this a remote / work from home position?: No, this is a site-based position
Reports to: Senior Artistic Producer
The Guthrie Theater engages exceptional theater artists in the exploration of both classic and contemporary plays connecting the community we serve to one another and to the world. Through its extraordinary artists, staff and facility, the Guthrie is committed to the people of Minnesota, and from its place, rooted deeply in the Twin Cities, influences the field as a leading 21st century arts organization.
Every year more than 500 people, both on stage and off, help ensure our success in creating and supporting the highest level of theater. As an organization, we are committed to our values of Artistic Excellence, Community, Equity, Diversity and Inclusion, and Fiscal Responsibility.
The Guthrie Theater would like to acknowledge that we gather on the traditional land of the Dakota People and honor with gratitude the land itself and the people who have stewarded it throughout the generations, including the Ojibwe and other Indigenous nations.
The Artistic Administrative Assistant provides administrative and logistical support to the efficient operation of the Artistic Department. This position supports the Artistic team through a variety of tasks related to organization, communication and coordination. The Artistic area of the Guthrie includes the Senior Artistic Producer, Associate Producers for the Mainstage and Dowling Studio, Education/Professional Training, Casting, Literary, and Community Engagement. All employees are expected to center, model and champion the Guthrie’s core values of Artistic Excellence; Community; Equity, Diversity and Inclusion; and Fiscal Responsibility.
This position is full-time, non-exempt and benefits-eligible. Compensation for this position is $17.12 – $21.06 per hour plus benefits. The typical schedule for this role is Monday – Friday, 8:30 a.m. – 5:00 p.m., with occasional evenings and weekends required.
The Guthrie is dedicated to building an equitable environment that is mixed across lines of difference and strongly encourages applications from Black, Indigenous, People of Color, women, transgender and non-binary candidates. This position will remain open until filled and until a diverse and qualified pool of candidates is identified. Applicants from populations underrepresented in the theater field are strongly encouraged to apply.
PRIMARY DUTIES AND RESPONSIBILITIES
1. General Administration
• Coordinate, schedule and communicate Artistic Department meetings.
• Prepare agendas and minutes for meetings.
• Reserve rooms for meetings, classes and events.
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Coordinate maintenance of office equipment as necessary.
• Organize travel arrangements (auditions, Guthrie Experience, guest artists, conferences, etc.).
• Process and submit contracts, bills and other financial paperwork as needed.
• Greet and assist actors, creative team members and guests to the Artistic office in a professional and friendly manner.
• Serve as a liaison for the Artistic Department in multi-departmental meetings as requested.
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.
• Assist in maintaining, updating and verifying the staff library digital catalog.
• Make occasional library runs to pick up or return borrowed books.
• Manage and support the Senior Artistic Producer’s office, including daily schedule, travel, and attendance at events to ensure the most effective and efficient use of time.
• Foster a work environment of Artistic Excellence; Community; Equity, Diversity and Inclusion; and Fiscal Responsibility.
• Complete other duties as assigned.
2. Logistical Support
• Support logistics for community events, adult classes, camps etc.
o Greet and check-in guests/students.
o Order, arrange for and meet food delivery for events and/or meetings.
• Email correspondence for casting (audition scheduling) and education (registration, scholarships, surveys etc.).
• Support logistics for student matinees.
• Prepare and copy scripts and audition materials and monitor audition process on-site at the theater.
3. Education/Professional Training Program Coordination
• Assist the Director of Education and Professional Training with logistics and tracking departmental expenses.
o Act as a point of contact for the University of Minnesota faculty and staff.
o Organize weekly Guthrie Monday class schedules and curricula.
o Maintain alumni communication with former Guthrie Experience and BFA alumni.
o Coordinate and support the Guthrie Experience.
– Book recruitment travel and housing accommodations for the Director of Education and Professional Training.
– Coordinate and communicate with MFA Program Coordinators across the country to announce the Guthrie Experience audition tour and schedule audition dates at MFA Acting schools.
Qualifications or requirements
• Prior administrative experience supporting and coordinating for multiple stakeholders within a department in a dynamic environment. Ability to appreciate the nuances between constituents.
• Experience writing, proof-reading and editing to send out error-free communication.
• Ability to present a professional demeanor when interacting with guests, students and colleagues.
• Demonstrated ability to manage multiple priorities and maintain composure/diplomacy during stressful situations.
• Experience and ability to make independent decisions, exercise appropriate judgment and maintain confidentiality as needed.
• Ability to understand, develop and maintain logistical systems to manage information and plans.
• Proficient use of Microsoft Word, Excel, and Outlook.
• Knowledge of and experience using and troubleshooting office equipment (printers, scanners, projectors etc.).
• Experience, ability, and commitment to working with individuals and teams that are mixed across lines of difference such as race, gender-identity, sexual orientation, religion, ability, age, class and immigrant status.
• Experience working with and entering data in a CRM or database.
• Must be willing and able to work occasional evenings and weekends, reflective of the dynamic schedule of the theater.
How to apply
Applicants must submit the following to be considered for the position:
• Cover letter