About the Position

The American Shakespeare Center seeks a detail-oriented and proactive Group Sales Assistant to support the financial operations of ASC’s Group Sales Department. This role is essential in ensuring the smooth processing of Group Sales transactions, including handling payments, generating invoices, reconciling records, and following up on outstanding balances.

The Group Sales Assistant serves as a key point of contact for financial inquiries from group leaders, providing clear and professional communication via phone and email. The ideal candidate is highly organized, comfortable managing financial data, and has a strong grasp of payment processing and reporting.

Reporting to the Director of Marketing and Development, the Group Sales Assistant collaborates closely with the Group Sales Coordinator to maintain accuracy in financial records and support the efficiency of the Group Sales process.

Reports to: Director of Marketing and Development
Classification: Part-time, hourly

 

Key Responsibilities

Payment Processing & Financial Coordination

  • Ensure the accurate and timely collection of patron payments.
  • Coordinate with the Group Sales Coordinator to collect upcoming and late group sales payments.
  • Manage all incoming and outgoing payments, including setting deadlines for group sales transactions.
  • Record and reconcile Group Sales payments in the Patron Manager Database.
  • Generate and distribute invoices to Group Sale Contacts.
  • Send payment confirmation emails to Group Sales clients upon receipt of their deposit and when their balance is paid in full.

Reporting & Reconciliation

  • Complete and deliver monthly Group Sales reports to the Finance Team.
  • Perform daily tasks for Group Sales, including scanning check payments, reviewing the daily credit card payment breakdown, and connecting payments to group sale records.

Client Communication & Follow-Ups

  • Respond to emails from Group Sales clients regarding payment inquiries.
  • Conduct weekly follow-ups with Group Sales clients regarding late deposits and final balance payments, ensuring timely resolution. Final balances are due two weeks before the event.

Operational Support

  • Manage student matinees in the event the Group Sales Coordinator is unavailable.
  • Process confirmed group requests and ticket orders.

Seasonal Support (Aligned with the School Year: August-June)

  • Assist with high-volume Group Sales inquiries and bookings during peak school field trip seasons (fall and spring).
  • Provide additional administrative support during major school breaks, ensuring timely processing of payments and reservations.
  • Support outreach efforts to educators and group leaders to finalize reservations before summer recess.

Professional Development

  • Willingness to learn more about Shakespeare, theatre, or nonprofit arts organizations.

Qualifications: Required Skills & Experience

  • Strong attention to detail and accuracy in financial transactions.
  • Experience with payment processing, invoicing, and financial reconciliation.
  • Proficiency in database management and financial reporting (Patron Manager or similar CRM preferred).
  • Excellent organizational and time-management skills.
  • Strong written and verbal communication skills for client interactions.
  • Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
  • Proficiency in Google Sheets.
  • Prior experience in finance, accounting, or sales support preferred.

 

Compensation and Benefits

This is a part-time, hourly pay of $17 for 20-29 hours a week. No Benefits included.

Work Environment and Schedule

  • Part-time, on-site position (20-29 hours per week)
  • Flexibility: The hours and schedule may vary per week based on the time of year. A typical work week is Monday, Tuesday, & Friday between 10 a.m. and 2 p.m.; Wednesday & Thursday 9:30 a.m. and 2 p.m. However, flexibility is required as the schedule may change depending on the seasonal needs of the Group Sales Team. 
  • Location: Based in Staunton, Virginia.

How to Apply

Qualified candidates are encouraged to apply by emailing a resume and cover letter to the Director of Marketing and Development at Stephanie.Cabacoy@americanshakespearecenter.com with the subject line: Group Sales Assistant Position.

For priority consideration, please submit materials by April 6, 2025. This posting will remain open until the position is filled.

 

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, walkable downtown; low cost of living; diverse arts opportunities; easy access to cities like Richmond, Charlottesville, and Washington, DC; and abundant outdoor activities in the surrounding Blue Ridge and Allegheny Mountains. Learn more about ASC’s mission here.

About the American Shakespeare Center

The American Shakespeare Center (ASC) is a nonprofit theatre company based in Staunton, Virginia, and home to the world’s only recreation of Shakespeare’s Blackfriars Playhouse. ASC is dedicated to engaging audiences through performances, education, and community programs.

 

What sets ASC apart:

  • Historic Blackfriars Playhouse: The first-ever re-creation of Shakespeare’s indoor theatre.
  • Innovative Education Programs: Workshops and lectures that make Shakespeare accessible to all.
  • Community Engagement: Partnerships and outreach initiatives fostering connections in the Shenandoah Valley and beyond.
  • Repertory Theatre: Year-round productions featuring both Shakespearean classics and contemporary works.

 

Located in Staunton, Virginia, ASC provides a unique arts and cultural experience in a historic and vibrant setting, with easy access to Charlottesville, Richmond, and Washington, DC.