Executive Assistant

Type: Full-time, permanent, non-exempt
Reports to: Producing Executive Director; Director of Operations and Finance
Work Location: Downtown Baltimore; up to one day/week of remote work may be possible
Schedule: Business hours with occasional evenings and weekends required
Start Date: Immediate

About Chesapeake Shakespeare Company

The leading classical theatre company in Maryland, Chesapeake Shakespeare Company is now celebrating our 20th-anniversary season as well as our ninth year in our historic, award-winning theatre in Downtown Baltimore. With an operating budget of over $2 million, CSC now serves over 32,000 patrons and students annually through indoor and outdoor mainstage performances, an extensive education program, and other community outreach.

Job Description

The Executive Assistant is the primary administrative support for the Producing Executive Director and the Director of Operations and Finance. The Executive Assistant also serves as a liaison to the Board of Directors, oversees special projects, provides general office support, and handles some routine financial recordkeeping.

The Executive Assistant will interact with and gain knowledge of all parts of the organization and will have the opportunity to make a positive impact on our programs and policies as well as to gain a comprehensive perspective on theatre company management at a dynamic and growing organization. As this is a new position, the inaugural Executive Assistant will work with leadership and existing staff to create and develop new workflow and systems.

Key Responsibilities

For the Producing Executive Director:

• Represent the office of the Producing Executive Director in an inclusive, welcoming, and helpful manner
• Manage the Producing Executive Director’s calendar, including making appointments and prioritizing the most sensitive matters. Keep her informed of and prepared for important meetings
• Coordinate all aspects of meetings (agendas, location, catering if needed) providing relevant details and materials to all participants and prepare any necessary materials or information in advance of meetings, events, speaking engagements or projects
• Schedule, make agendas for, and take minutes at internet meetings; manage staff events
• Organize company meetings, including scheduling, sending reminders, and other logistics as necessary
• Work closely with the Producing Executive Director to keep her well-informed of upcoming commitments and responsibilities, following up as needed
• Anticipate next steps in ongoing projects and take an active role in laying the groundwork to execute them
• Draft certain communication pieces and emails, proofread articles, and help edit communication items

For the Director of Operations and Finance:

• Routine financial data entry (will train on QuickBooks) and creation of basic financial reports
• Filing and general office administration
• Attend budget meetings as requested and take notes
• Assist with tracking of job applicants
• Other duties and projects as assigned

Coordination with Board of Trustees:

• Serve as primary administrative liaison support to our Board of Trustees and its committees
• Schedule Board meetings and committee meetings
• Prepare, organize, and distribute materials for Board and committee meetings

Office Management and Other Duties:

• Light office duties as needed including greeting visitors
• Support other departments during unusually busy periods
• Support the Founding Artistic Director with travel and calendar management
• Provide backup for Box Office staff in emergency situations

Common Organizational Responsibilities:

• Participate in staff meetings, performance evaluations, and annual program planning
• Share responsibility in ensuring that an anti-racist, multicultural organizational perspective as well as the mission and vision of the Company are reflected in all areas of its work

Qualifications

• Bachelor’s degree or equivalent experience
• Some office experience preferred
• Exceptional attention to detail including excellent proofreading
• Ability to communicate effectively with a high degree of professionalism, maturity, and confidence
• Proficiency with Microsoft Office business applications, preferably in an enterprise setting
• Experience with cloud-based software platforms and/or CRM systems a plus (particularly Salesforce)
• Energetic and entrepreneurial—must be self-directed and take initiative
• Flexible and cheerfully able to pitch in with unexpected tasks
• Alignment with our equity, access, and inclusion principles
• Ability to work well in a team environment
• Experience or interest in theatre a plus
• Sense of humor a must

Where qualifications are described in terms of formal education or training, prior experience in a related field, as determined by CSC, may alternatively be considered.

Compensation and Benefits

• Salary starting at $31,000, depending on experience
• Employer-paid individual health insurance for employee
• Optional family health coverage and dental insurance available at employee’s expense
• Employer-paid short- and long-term disability insurance
• Employer-paid parking
• Generous paid time off, including paid holidays, two weeks of flexible paid leave, and paid leave Christmas through New Year’s Day
• Employer-paid professional development opportunities and complimentary theatre tickets.
• The opportunity to work in a lively, laid-back environment with passionate and friendly colleagues who are committed to making Shakespeare fun and Baltimore better

Application Instructions

Submit resume and cover letter discussing background, qualifications, and interest in the position to [email protected]. Applications submitted without a cover letter will not be considered. Submission of a writing sample is also encouraged but not required. Chesapeake Shakespeare Company is an Equal Opportunity Employer. Persons from diverse backgrounds are strongly encouraged to apply. For more information about CSC, please visit our website at https://www.chesapeakeshakespeare.com. No phone calls, please.