Join our team

The American Shakespeare Center (ASC) seeks a highly organized and detail-oriented Part-Time Executive Assistant to support the Executive Director. This position is crucial in maintaining the Executive Director’s schedule, handling correspondence, and providing administrative support across all departments. The ideal candidate will excel in managing multiple priorities, maintaining confidentiality, and ensuring smooth communication between the Executive Director, staff, Board members, and external stakeholders. This is a part-time position, reporting directly to the Executive Director, with flexible hours and occasional evening or weekend availability required.

Administrative

  • Calendar Management: Maintain the Executive Director’s calendar by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Deadline Management: Keep the Executive Director informed of upcoming commitments and responsibilities, ensuring deadlines are met through timely follow-ups.
  • Confidentiality: Maintain confidence and protect ASC’s operations by discreetly handling sensitive and confidential information.
  • Expense Reports: Complete and submit expense reports on behalf of the Executive Director. Review, code, and track reimbursement of the Director’s business expenses.
  • Meeting Coordination: Manage preparation and logistics for the Director’s on-site and off-site meetings. Follow up on action items from meetings with internal and external stakeholders.
  • Manage Board and Committee Functions: Manage other Board and committee functions as requested.
  • Calls: Place, answer, screen, and direct calls for the Director with a high level of customer service.
  • Mail: Open, screen, and direct incoming correspondence. Reply to correspondence as necessary.
  • Miscellaneous Administrative Support: Manage or assist with setup and logistics of staff and other meetings as requested or required.

Communication

  • Correspondence: Review, proofread, and draft letters and documents; research and route correspondence; collect and analyze information; and initiate telecommunications in support of ongoing projects and planning efforts. Monitor, prioritize, and respond to email communications on behalf of the Executive Director.
  • Communication Strategy: Assist the Executive Director in implementing communication strategies with staff, the Board of Directors, and external stakeholders.
  • Liaison: Act as the point of contact between the Executive Director and ASC’s departments, including artistic, production, education, finance, operations, and patron loyalty. Serve as the primary liaison to external partners, ensuring prompt responses to requests from partner organizations.
  • Correspondence Preparation: Prepare and send correspondence as requested by the Director.

Miscellaneous

  • Patron Ticket Requests: Coordinate with the Box Office to fulfill ticket requests for Blackfriars Circle members, Board members, and other special guests. 
  • Donor Cultivation and Communication: Log the Executive Director’s patron communication related to tickets in the Patron Manager system for donor moves management.
  • Other Duties: Perform additional duties as assigned by the Executive Director to support ongoing operations and projects. Opportunities to take on additional tasks across departments based on experience and interest.

QUALIFICATIONS AND SKILLS

  • Education: Bachelor’s degree.
  • Experience: 2+ years of administrative office experience, preferably in a nonprofit setting.
  • Communication: Excellent oral and written communication skills; ability to interact professionally with diverse styles of staff, Board members, donors, and external partners.
  • Technology Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and digital file organization. Experience with Slack, Canva, social media platforms, and Zoom is a plus.
  • Multitasking: Ability to manage multiple tasks and priorities effectively in a fast-paced environment.
  • Discretion: Ability to handle sensitive and confidential information with a high degree of professionalism.
  • Flexibility: Must be available to work some evenings and weekends as required by the Executive Director’s schedule.

PREFERRED QUALIFICATIONS

  • Familiarity with nonprofit operations and a passion for the performing arts.
  • Experience in managing executive-level communications and schedules.

COMPENSATION

The Executive Assistant is a part-time (10-24 hours) position with flexible hours that may occasionally require evening or weekend availability depending on events and executive needs.  This is a fully onsite position in Staunton, VA, with hybrid work available in the future. Compensation is $16-20 per hour, based on experience.

ADDITIONAL INFORMATION

The American Shakespeare Center is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, gender identity, sexual orientation, marital status, pregnancy, childbirth or related medical conditions, age, veteran status, national origin, or disability.

The American Shakespeare Center values and supports collaboration, inclusion, and work/life balance. Our home in Staunton, Virginia, supports these values with a livable and walkable downtown, low cost of living, diverse arts opportunities, easy access to cities like Charlottesville, Richmond, and Washington D.C., as well as abundant outdoor activities in the surrounding Blue Ridge Mountains. Learn more about ASC’s mission, vision, beliefs, and staging practices here.

HOW TO APPLY

Qualified candidates are encouraged to apply for immediate consideration. Please email the following to Stephanie Cabacoy at stephanie.cabacoy@americanshakespearecenter.com:

  • Resume
  • Cover Letter
  • Three references

Use the subject line: “Application for EXECUTIVE ASSISTANT – YOUR NAME”. For immediate consideration, please send by October 17, 2024.