Executive Administrative Assistant
Job Details
Experienced
615 - Houston, TX
Full Time
4 Year Degree
Undisclosed
Undisclosed
Day
Other
Job Description

Executive Assistant and Board Liaison

The Executive Assistant provides broad administrative and secretarial support to the Managing and Artistic Directors as well as members of senior management on occasion.  In addition, the position also serves as the administrative liaison to the Alley Theatre’s Board of Directors.

JOB DUTIES: 

 

  • Maintains personal calendars for the Managing and Artistic Directors.  Schedules and organizes both internal and external meetings for them with members of senior management and outside organizations, including high level staff such as CEO’s, directors and civic leaders. 
  • Develops, maintains and updates filing systems for the Managing and Artistic Directors.  Retrieves information from files when needed. 
  • Opens mail for the Managing and Artistic Directors, determining level of priority when asked.  Types written responses and replies by phone or email when necessary. 
  • Answers  phone for the Managing and Artistic Directors.  Takes messages or fields/answers common questions.
  • Coordinates with the Company Manager travel schedules for the Managing and Artistic Directors’ calendars.
  • Completes and submits necessary administrative purchase orders and tracks credit card spending.
  • Maintains board contact and term information, send meeting notices and follow-up memos, and type board and committee meeting minutes in coordination with the Managing  Director. Annually compiles, edits, publishes and distributes the season’s Board Manual.
  • Works independently and in cooperation with other departments to complete special projects and events as needed.
  • Types and develops correspondence, memos and presentations as required by the Managing and Artistic Directors as well as members of senior management.  Proofreads copy for spelling, grammar and layout, making appropriate changes.
  • Periodically assists Alley Theatre employees and associates in acquiring tickets to theatrical productions nationally and internationally. 

 

In addition to the duties listed above, the Alley Theatre expects the following of each employee:  adheres to theatre’s policies and procedures; works in a safe manner;  performs duties as workload necessitates; maintains a positive and respectful attitude; communicates regularly with supervisor about department issues; demonstrates efficient time management and prioritizes workload; demonstrates regular and consistent attendance and punctuality; meets department productivity standards; participates in Alley Theatre events as needed or required; and completes other duties as assigned.


 

Requirements
  • Requirements:
  • Bachelor's degree required
  • 7 years previous administrative assistant or executive assistant experience
  • An outgoing, confident personal style with strong organizational and communication skills
  • Must be able to handle sensitive and confidential situations
  • Must be able to interact and communicate with individuals at all levels of the organization
  • Must multi-task effectively with competing tasks and demands in a fast-paced environment
  • Proficient in Outlook and Ms Office (especially Word, Excel and PowerPoint)
  • Knowledge of database management a plus
  • Ability to work extended hours on occasion

Reports To: Managing Director 

Status: Full time Salaried- exempt

Compensation: Commensurate with experience.

Schedule: Weekdays with some evenings and weekends

Benefits Offered: Alley Theatre offers a complete health benefits package, paid vacation and sick, paid holidays, and a 401(k) plan.

Alley Theatre is an equal opportunity employer and values diversity. Alley Theatre is committed to providing equal employment opportunities to employees and applicants for employment without regard to race, color, sex, pregnancy, gender identity, sexual orientation, age (40 and over), religion, national origin, disability, veteran status, or any other category protected by applicable law.

Alley Theatre Announces the 2019-20 Season
Artistic Director Rob Melrose shares the 2019-20 season titles and offers insights into his selections for his premiere season.
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