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Artistic Operations Assistant

Posted on Nov 27, 2018 by John F. Kennedy Center for the Performing Arts

Washington, WA
Design & Creative
6 Nov 2018
Annual Salary
Full-Time
The Artistic Operations Assistant is responsible for supporting the Artistic Director, Director of Artistic and Production Operations, and the Director of Artistic Planning. The assistant will also provide general administrative support for the Artistic Operations department.

General administrative support includes serving as the liaison with building management, as the point person for calls and questions from the Kennedy Center and from patrons, and as the day-to-day office manager. These tasks include sending service tickets to the building as needed, ordering coffee and office/kitchen supplies and processing requisitions and payment orders for Watergate and Takoma building invoices. The assistant will also be responsible for signing for deliveries and sorting mail.

Duties and Responsibilities

20% Responsibilities for the Director of Artistic and Production Operations and Director of Artistic Planning: Support the Directors with travel planning by booking flights, hotels, requesting performance tickets, arranging meetings on-the-road, and auditions. Complete expense reports and manage travel expenses. . Assistant will support Directors with correspondence and letters, as needed. The Assistant will also answer telephone calls for Directors as needed, and will sort and open mail.

20% Responsibilities for the Artistic Director: coordinate with outside colleagues to ensure the AD's schedule is updated. Provide colleagues within Kennedy Center with regular updates of any changes to the AD's schedule. Coordinate travel and accommodations for AD, as needed. When AD is in Washington, assistant will serve as point-person for planning activities and meetings. Support AD with correspondence and letters, as needed. Assistant will answer telephone calls for AD and will sort and open mail and email as needed.

20% Administrative and office management: Process invoices, credit card bills, and expense reports. Ensure that payments are made in a timely fashion. Schedule routine services, maintenance visits, and serve as point of contact for Watergate building management. Serve as WNO point of contact for volunteer office and general inquiries.

10% Manage submission of visa application materials to Kennedy Center Legal Counsel for all foreign artists.

10% Proofread Playbills, press releases, marketing materials, and any other copy circulated to be approved by WNO senior staff.

10% Provide general administrative support for Artistic Operations department as necessary.

5% Schedule and monitor singer auditions as requested by the Director of Artistic Planning and Artistic Administrator.

5% Take and distribute meeting minutes for WNO Staff meetings, Artistic Operations meetings, and other meetings as necessary.

Education/Experience

  • Bachelor's Degree
  • At least one year of office experience, or internship, preferably in a related position or field
  • Interest in opera, classical music and the performing arts preferred

Minimum Skills and/or Knowledge Required

  • Excellent verbal and written communication skills
  • Strong organization skills, including the ability to prioritize and manage multiple projects simultaneously, especially under pressure. Must be able to work independently as well as in a team environment.
  • Must display good judgement, discretion, and the ability to handle sensitive information in a trustworthy manner.
  • Knowledge of Microsoft Office: Outlook, Word, and Excel required; Access a plus; Accurate word processing, proofreading, and filing skills.

Physical Demands

While performing the duties of this job, the employee is regularly required to communicate in person and on the telephone. The employee is frequently required to use hands to finger, handle, or feel in order to operate computer keyboard, office equipment, and other essential tasks. The employee is frequently required to sit, stand, walk, bend, stoop, crouch, and reach with hands and arms. This position infrequently lifts, carries, or otherwise moves and positions objects weighing up to 30 pounds.

Work Environment

The noise level in the work environment is low.

Travel is not required for this position.

The John F. Kennedy Center for the Performing Arts is a world premier performing arts organization and our nation's cultural center. Diversity is a critical component of our mission, vision, and values. Our staff exhibits a wide variety of perspectives and experiences which enable us to foster and strengthen an environment of diversity and inclusion. We offer a comprehensive range of benefits including medical, dental and vision insurance, paid vacation and sick leave, and a 403(b) retirement plan.

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Reference: 568606651